Fiscal Assistant III

Virginia Department of Social Services • Harrisonburg, VA

4d • $32,752 - $52,093

About The Position

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

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

• 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
• Confers with customers/vendors to resolve discrepancies

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees