Budget, Invoice, & Timesheet Manager-Veteran Directed Care Program (46415)

The BIT Manager provides support to programs and services of Bay Aging. They will oversee the completion of the following job tasks: payroll, processing and entering invoices and timesheets, entering and managing budgets, entering data into computer systems, writing business reports, filing documents, and attending meetings.  Reports to Director, Veteran Directed Care. Salary:  $55,000/yr-$65,000/yr

Essential functions

1.  Assist with bi-weekly processing of payroll of all veteran employees. (50%)

• Provide oversight of payroll process.  Review and resolve issues for all pending and partially approved timesheets in FMS Engine with BIT Specialist.  Review the Budget Caps report to ensure that veteran spending is within budget guidelines and work with options counseling staff to resolve overbudget line items with BIT Specialist.  Must be able to work well under pressure to meet payroll deadlines.  Maintain the Fiscal Assistant Task Checklist and ensure that all tasks have been completed each payroll cycle.   

1. Manage payments of all garnishments. (10%):

• Provide oversight of the garnishment payment process.  Ensure that all garnishments are entered and paid by payment due date.   

1. Manage payment of all VDC invoices (15%): 

• Ensure all veteran invoices are entered and processed in FMS Engine.  Resolve any issues related to pending or partially approved invoices.  Review and approve all invoices submitted by Fiscal Assistant for payment in FMS and Blackbaud in a timely manner. 

1. Manage data entry of all budgets including annually renewed budgets and budget increases/decreases as needed (15%):

• Provide oversight of timely budget entry for new enrollees into FMS Engine.
• Provide oversight of timely budget entry of renewal budgets in FMS Engine for established veterans as needed.  Provide oversight of timely budget entry of budget increases and decreases as needed in FMS Engine.  Provide oversight of timely entry of Budget Line- Item caps and oversight fees as needed.  Provide oversight of the review all spending plans and adjust budgets in FMS Engine accordingly.  Scan copies of VA authorizations and spending plans into FMS Engine.  Provide oversight of entry of suspension records in FMS Engine to reflect hospitalizations and rehab stays.  Provide oversight of entry of suspension records to reflect approved to start dates for employees. 

1. Miscellaneous (10%):

• Gathers any information or prepares other reports as requested. Performs all other duties as needed by the VDC department.     
• Assists 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, BIT, & 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)