Bay Aging is seeking a full-time, Budgets, Invoice, & Timecard Specialist for the Veterans Directed Care Program. This is a great opportunity to join a dynamic team.  98% of employees say they are proud to work at Bay Aging.  COVID-19 vaccination documentation or weekly COVID-19 testing required.

JOB SUMMARY

The BIT Specialist provides support to programs and services of Bay Aging. They will complete the following job tasks: managing payroll, processing, and entering invoices and timesheets, processing payroll tax payments, entering and managing budgets, entering data into computer systems, writing business reports, filing documents, and attending meetings.  Reports to Veteran Directed Care Administrator.

 ESSENTIAL FUNCTIONS

1.  ASSIST WITH BI-WEEKLY PROCESSING OF PAYROLL OF ALL VETERAN EMPLOYEES. (40%)

-          Gather timesheets for all veteran employees using the Timesheet Checklist (paper & electronic timesheets).  Review No Timesheets Report in FMS Engine.  Review timesheets for accuracy.  Enter and process paper timesheets into FMS Engine.  Process electronic timesheets in FMS Engine.  Review and resolve issues for all pending and partially approved timesheets in FMS Engine.  Will be responsible for completing Timesheet Imports into CYMA from FMS Engine.  Review the Budget Caps report to ensure that veteran spending is within budget guidelines.  Work with options counseling staff to resolve overbudget line items.  Process payroll and generate reports after each payroll run. Must be able to work well under pressure to meet payroll deadlines.  Assist with the payroll check distribution process and ensure that paychecks are mailed by distribution deadlines.  Maintain the Fiscal Assistant Task Checklist and ensure that all tasks have been completed each payroll cycle.  Schedule bi-weekly Dial My Calls timesheet due date reminder call in a timely manner. 

2._   MANAGE PAYMENTS OF ALL FEDERAL, STATE, AND LOCAL PAYROLL TAXES, GARNISHMENTS, AND             _

QUARTERLY/YEARLY PAYROLL REPORTING FOR ALL VETERAN EMPLOYERS. (20%):

-          Ensure that all federal, state, and local employer payroll taxes are paid by payment deadlines.  This includes verifying tax amounts in CYMA and Excel.  Assist as needed with preparation of 940, 941, 941X, Schedule B, Schedule R, VA-5, VA-6, VEC-FC-20, W-2s, and W-3s and other state equivalent tax forms.  Ensure that all garnishments are paid by payment due date.  Update annual state unemployment tax rate changes in FMS Engine & CYMA in a timely manner. 

3.   MANAGE PAYMENT OF ALL VDC INVOICES (20%): 

      -     Ensure all veteran invoices are entered and processed in FMS Engine. Resolve any issues

            related to pending or partially approved invoices.  Set up vendors in FMS Engine.  Upload W-9s

            for all vendors in FMS Engine.  Scan all invoices into FMS Engine.  Process vouchers and

            purchase orders for submission to Bay Aging’s finance department for payment in a timely

            manner.  Process vouchers and purchase orders for all invoices related to office supplies and

            purchases made for the VDC department.

4.   MANAGE DATA ENTRY OF ALL ANNUALLY RENEWED BUDGETS AND BUDGET INCREASES/DECREASES AS

      NEEDED (15%):    

       -    Enter renewal budgets in FMS Engine for established veterans as needed.  Update budget

            increases and decreases as needed in FMS Engine.  Update Budget Line Item caps and

            oversight fees as needed.  Enter oversight fees for each veteran served as a fee record in FMS                   Engine monthly.  Review all spending plans and adjust budgets in FMS Engine accordingly. 

            Scan copies of VA authorizations, spending plans, and extensions into FMS Engine.  Update

            Suspension records in FMS Engine to reflect hospitalizations and rehab stays.             

5.  MISCELLANEOUS (5%):

      -     Will be responsible for completing monthly search of vendors on the OIG Excluded

            Entities and Individuals database. 

-          Gathers any information or prepares other reports as requested. Performs all other duties as needed by the VDC department.

_ _-          Assist with providing customer service to all callers related to the VDC program.

-          Assists with other programs/services as assigned or needed.

-          Cross trains with other staff members to learn Enrollment, Billing, & Customer Service aspects of the program.

-          Will be responsible for supervising support staff. 

KNOWLEDGE

Knowledge of General Accounting principles and proficient in the use of Excel (e.g., formulas, reports, graphs, QuickBooks, and CYMA.

 Working knowledge of:

-          Microsoft Office programs (e.g., Word, Outlook)

-          CYMA

-          FMS Engine

-          Microsoft Excel

ABILITIES

-          Work well under the pressure of recurring deadlines.

-          Attention to details and strong organizational skills.

-          Establish and maintain effective working relationships with co-workers, clients, and outside parties.

-          Strong verbal communication skills in person and on the phone

-          Strong written communication (e.g., reports, letters, emails)

-          Adequate computer, calculator and bookkeeping skills required.

WORKING ENVIRONMENT

Office-based position with minimal physical requirements (ability to lift 20lbs, walking and climbing stairs). No independent travel required around the area served by Bay Aging. Must have or be willing to obtain an ID.ME account to access federal databases.  None of the essential functions of the position can be performed remotely.

 MINIMUM QUALIFICATIONS

High School Graduate with a minimum of three to five years bookkeeping experience. Education may be substituted for experience.   Must possess a valid driver’s license. 

FLSA status: This is an exempt position. Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination based on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.