SUMMARY
This is a full-time non-exempt position that assists in the preparation of budgets based on previous budget figures or estimated revenue and expense by performing the following duties. Primary work hours will be Monday through Friday, 8:30 am to 4:30 pm with a 1/2 hour lunch (37.5 hrs/week) unless otherwise agreed upon.
Compliance:
Adheres to WCSI, county, state, and federal regulations governing the Behavioral Health/Intellectual Developmental Disabilities service provisions. Attends specially designed training programs provided through WCSI, county, state, and federal agencies.
This position requires the employee to perform their daily job duties and responsibilities in a structured work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following: Other duties may be assigned as deemed necessary by management.
Fiscal Duties:
Develops and produces special reports as needed by administrative and supervisory personnel. Develops and implements service, demographic, fiscal and other informational reports designed to assist in activities to meet departmental and agency goals. Ensures that reports are relevant and responsible to administrative, clerical, and clinical staff. Assumes responsibility for accuracy and timeliness of service reporting to the county departments. Develops fiscal and reporting systems for all new services/programs, integrating them with the existing system. Analyzes systems and results to ensure that they meet the needs of the agency, staff, and funding sources. As directed by the CFO-Chief Fiscal Officer, acts as liaison with appropriate county staff and coordinates the implementation of county procedural changes. Analyzes forms, correspondence, audit and investigation reports, and other fiscal records to determine completeness, accuracy of information and compliance with rules and regulations. Assists CFO/Supervisory staff in an administrative capacity.
Accounts Payable Duties:
Prepares journal entries for monthly closing of agency books. Ensures all submitted entries contain appropriate supporting documentation.
Prepares monthly county financial statements and supporting schedules according to monthly close schedule. Verify the validity of charges received from other business departments.
Assists the staff accountant with all financial internal and external audits.
Controls accounts payable function, ensuring that expenditures are appropriately verified and consistent with 4300 regulations. ALL FSS invoices and payments. Maintains accurate receipts and disbursements of BH FSS Services. Maintains expenditure and budgetary control accounts and prepares reports relating to account and fiscal status. Agency staff travel and expense vouchers and payments. Maintains accurate receipts and disbursements of Employee Expense vouchers in
accordance with WCSI policy. Posts data to general ledger accounts from subsidiary reports and paper, takes trial balances and prepares financial reports.
Employee and Employer Benefits:
Process the monthly benefit bills for all employee and employer accounts, adjustments, and terms of coverage. Pull in the benefit reports from Payroll System to reconcile with the monthly benefit bill.
The monthly benefit bill balances are reconciled to the payroll benefit spreadsheet before payment.
All Payroll benefits are reconciled to the General Ledger by the tenth day of the month. All backup information sheets are placed in the Balance Sheet reconciliation binder.
Payroll Duties:
Acts as a backup to the designated primary payroll employee, Reviews payroll date prior to electronic submission of payroll. Reviews, enters, and processes a variety of financial payroll or audit documents including development of annual budget.
Accounts Receivable:
Responsible to be crossed trained to orients new employees to the agency’s fiscal system and consults with agency staff on accounts receivable issues. Assists and participates in the receipt and deposit of cash receipts. Assists and recommends in the process of placing accounts for the collection and write off. Posts data to general ledger accounts from subsidiary reports and paper, takes trial balances and prepares financial reports.
Purchasing Duties:
Responsible to be crossed trained to receive supply requisition forms, complete purchase order, maintains proper authorization and maintains needed records. Assists with the approval of the Fiscal Manager and/or CFO in day-to-day activities related to Purchasing functions. Recommends proper internal controls for Agency wide locations. Recommends cost effective spending and does competitive pricing.
Fixed Assets Duties:
Responsible to be cross trained and provide assistance in maintaining fixed assets in accordance to 4300 regulations. Perform at least one annual Physical Inventory. Assist in completing quarterly reports (Form 19) to County BH/DS Office on items Fiscal purchased. Disposes of fixed assets.
SUPERVISORY RESPONSIBILITY:
This position has no supervisory responsibilities. The Fiscal Technician reports directly to the Fiscal Manager and may also take direction from the CFO and/or CEO.
QUALIFICATIONS:
To perform this job successfully, an employee must demonstrate the ability to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
Three (3) years’ experience in payroll and accounts payable. Strong organizational and time management skills; Excellent interpersonal skills; strong attention to detail; strong spreadsheet and word processing software experience; Ability to communicate effectively with all levels within the organization; Must be able to work independently.
Blackbaud or non-profit accounting system experience and Paychex payroll software experience preferred.
Language Skills:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Certificates, Licenses, Registrations:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE and SAM.
Environment, Physical and Mental Conditions:
Environment: Work is performed primarily in a standard office environment. with extensive employee contact and frequent interruptions. Work may be required outside the office environment in relation to needs of the organization. This can include overnight travel. Exposure to outside weather conditions will exist. The noise level in the work environment is low to moderate.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift and carry light to moderate (25 pounds) amounts of weight, to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information. Requires the ability to see, within the normal vision range, with or without correction. Requires the ability to hear, within the normal audio range, with or without correction.
Mental: Work responsibilities will require excellent problem-solving skills and organizational skills. Will be exposed to situations which are urgent or emergent, which may require immediate action. Responsibilities require multi-tasking, with extensive employee contact and frequent interruptions, which could be time sensitive and/or have deadlines. Will require management of requests and situations that occur at the same time.
Other: As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in a confidential communication as related to regulations, licensure and/or insurance carrier contracts.
As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.
Position Funding: This position’s funding is determined by WCSI’s allocation process. Incumbent in this position may be required to complete a WCSI Time Study, frequency determined by Fiscal Management, for purposes of this allocation process.
Reasonable Accommodation:
It is WCSI’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.