Veterian Directec Care-Fiscal Assistant -Budgets, Invoices, & Timecards (47055)

Job Details

Job Location: Bay Aging - Urbanna, VA 23175Position Type: Full TimeSalary Range: $20.50 HourlyJob Category: Admin - Clerical

The BIT Fiscal Assistant 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 VDC BIT Manager. Pay Rate:  $20.50/hr

Essential functions

1.  Assist with bi-weekly processing of payroll of all veteran employees. (15%)

• 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.  Manage the payroll check distribution process and ensure that paychecks are mailed by distribution deadlines.     

2.   Manage payments of all federal, state, and local payroll taxes, garnishments, and             

quarterly/yearly payroll reporting for all veteran employers. (10%):

• 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 budgets including annually renewed budgets and budget

      Increases/decreases as needed (50%):

• • Enter Budgets for new enrollees into FMS Engine in a timely manner.         

       -    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.  Review all spending plans and adjust budgets in FMS Engine accordingly.  Scan copies of VA authorizations and spending plans into FMS Engine and file in appropriate files.  Update Suspension records in FMS Engine to reflect hospitalizations and rehab stays.  Enter suspension records to reflect approved to start dates for employees.  Communicate with VAMC staff to resolve issues with renewal authorizations.               

5.  Miscellaneous (5%):.