Fiscal Assistant III

Virginia Department of Social Services•Harrisonburg, VA

4d•Onsite

About The Position

Fiscal Assistant III CSA Unit Salary Range: $32,752-$52,093 Title Description- Fiscal Assistant III is the specialist and/or lead level in the occupational group for Fiscal Assistants. Employees are responsible for preparing financial paperwork created during FAPT presentations for approval of services for the agencies providing case management to clients of our community and then tracks approval or denial of services. Processes and checks for accuracy of POSO, invoices, and other fiscal transactions from CSA. Documentation is tracked through spreadsheets, case records and hard copy of file. Fiscal is responsible for each record up to date via hard copy, electronic file and spreadsheets. Maintain these files and send copies to workers, CSA or vendors as needed. Retrieves and researches information from CSA, case managers and vendors, including new fiscal year rates, W-9s, licenses from daycare, etc. Fiscal is responsible for ensuring correct funding sources whether it be CSA, IV-E or another funding source. Prepare monthly reports to vendors requesting POSO and/or invoice to ensure timely payment. Provide foster care case managers monthly clothing allowance report. Provides customer services via telephone, computer and in person. Coordinates with other departments, outside agencies, and vendors concerning payment matters; and performs routine office functions, including preparation of documents, filing, copying, and faxing. Keep lists and updates of workers and lists of any upcoming new fiscal year POSO’s that will need to be created. Prepare both IV-E and Non-IV-E case actions and ongoing POSO’s and One Time POSO’s. Prepares vendor reports during first half of closure of fiscal year and second half of closure of fiscal year. Notify vendors when they have not sent needed documentation and invoices in for payment General Work Tasks (Illustrative Only) – Perform verification of all needed documentation to create a POSO/OTPO/Case Action; Maintains tracking spreadsheets, electronic files and hard copy; Prepares monthly and other reports on activities; Maintains and updates various financial reports and records, including monthly CSA Pool Reimbursement Report; Prepares monthly reports to vendors; Sorts and distributes all documents as necessary; Maintains an accurate case file; Research, analyzes, and evaluates financial data; and Confers with customers/vendors to resolve discrepancies.

Requirements

Considerable knowledge of: the application of established bookkeeping and accounting principles and techniques to governmental accounting transactions; and arithmetic.
Working knowledge of: state and local government fiscal regulations, policies and procedures; and office accounting methods and procedures.
Skill in operating a personal computer, associated business and agency software including spreadsheets (Microsoft Office-Word, Excel, Adobe), scanning, calculator, and other office machines.
Demonstrated ability to: organize and effectively process and maintain financial and other records.
Analyze and record information.
Understand and/or apply laws, regulations and policies to the maintenance and purging of CSA records.
Verify documents and forms for accuracy and completeness.
Data entry skills required.
Exercise independent judgment, discretion and initiative in completing assignments and in dealing with other employees and the general public; and establish and maintain effective working relationships with other employees and the general public.

Nice To Haves

High school diploma supplemented with bookkeeping coursework, and related fiscal support experience using business and agency software to include spreadsheets or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Responsibilities

Preparing financial paperwork created during FAPT presentations for approval of services
Tracking approval or denial of services
Processing and checking for accuracy of POSO, invoices, and other fiscal transactions from CSA
Maintaining documentation through spreadsheets, case records and hard copy of file
Ensuring each record is up to date via hard copy, electronic file and spreadsheets
Maintaining files and sending copies to workers, CSA or vendors as needed
Retrieving and researching information from CSA, case managers and vendors, including new fiscal year rates, W-9s, licenses from daycare, etc.
Ensuring correct funding sources whether it be CSA, IV-E or another funding source
Preparing monthly reports to vendors requesting POSO and/or invoice to ensure timely payment
Providing foster care case managers monthly clothing allowance report
Providing customer services via telephone, computer and in person
Coordinating with other departments, outside agencies, and vendors concerning payment matters
Performing routine office functions, including preparation of documents, filing, copying, and faxing
Keeping lists and updates of workers and lists of any upcoming new fiscal year POSO’s that will need to be created
Preparing both IV-E and Non-IV-E case actions and ongoing POSO’s and One Time POSO’s
Preparing vendor reports during first half of closure of fiscal year and second half of closure of fiscal year
Notifying vendors when they have not sent needed documentation and invoices in for payment
Performing verification of all needed documentation to create a POSO/OTPO/Case Action
Maintaining tracking spreadsheets, electronic files and hard copy
Preparing monthly and other reports on activities
Maintaining and updating various financial reports and records, including monthly CSA Pool Reimbursement Report
Sorting and distributing all documents as necessary
Maintaining an accurate case file
Researching, analyzing, and evaluating financial data
Conferring with customers/vendors to resolve discrepancies