Fiscal Assistant

Post

Responsible for performing a variety of routine accounting duties relative to the accurate processing of accounts payable using the State’s Uniform Fiscal System, ensuring compliance with generally accepted accounting principles, Harbor Regional Center policies, and various benefit agency regulations as required.

ESSENTIAL DUTIES

Incumbent may perform any or all of the following, depending on specific department or assignment:

  1. Enters a high volume of data into the fiscal system, ensuring accuracy and completeness.
  2. Receives requests for services and verifies accuracy, vendor number, rates, service codes, etc. Enters data from the requests into the fiscal system to generate purchase orders.
  3. Verifies that the bill has the proper level of approvals for payment in accordance with policies; follows up to obtain appropriate level as needed.
  4. Generates electronic payments and paper checks in payment for services and products.
  5. Analyzes billing documentation to ensure discrepancies are caught and resolved; trouble‐shoots and resolves problems; makes adjustments when needed.
  6. Sets up and maintains client accounts in the system as well as hard copy information; enters clients’ personal data into the system; and makes changes as they occur to ensure accuracy and eligibility for services paid for by the Social Security Administration, Medi‐Cal or other benefit agencies; communicates with the SSA, Medi‐Cal and other benefit agencies regarding a client’s eligibility for services. Respond to benefit agency inquiries as needed.
  7. Maintains accounts for clients; ensures payment of related invoices and requests for disbursements in accordance with agreements.
  8. Provides training and guidance to service coordinators and others in the use of the system and in the event of process changes.
  9. Performs a wide variety of general clerical and administrative duties including: copying; responding to phone calls and emails; filing documents; gathering data and preparing routine/special reports.
  10. Attends and participates in team and department meetings; attends training programs and courses to develop and maintain skills.
  11. Maintains absolute confidentiality regarding clients, families, and service providers in compliance with HIPAA regulations and Regional Center policies.

SECONDARY DUTIES

Performs related duties as required.

ENVIRONMENT/PHYSICAL  ACTIVITY

The incumbent is in a non‐confined office‐type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In the course of performing this work, the incumbent:

  • Will spend time sitting, utilizing the computer.
  • Will spend time standing/walking throughout the facilities.
  • May lift up to 15 lbs. periodically. If more, the incumbent must request assistance.
  • May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

  • Microsoft Office including Word, Excel, PowerPoint, Outlook
  • Uniform Fiscal System
  • Laserfiche
  • Virtual Chart

The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others. Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

  • Production speed data entry skills, minimum of 45 wpm with a high level of accuracy.
  • Proficiency in Microsoft Office including Excel, Word and Outlook.  Prior experience with an accounting system is preferred.
  • Working knowledge of contemporary office methods.
  • Math skills sufficient to calculate/balance payments; ability to interpret and apply approved rates to service authorizations and invoices.
  • Ability to be flexible and work in a changing environment.
  • Ability to establish and maintain routine files, records and official documents.
  • Critical thinking and problem solving skills including ability to research and resolve procedural problems
  • Ability to work effectively with people of diverse cultures, ages and backgrounds.
  • Effective oral and written communications skills sufficient to draft correspondence and emails

Typically, these skills and experience result from completion of high school, and two or more years of experience in similar positions.

Other Requirement:

Upon job offer acceptance, candidates will be required to show proof of Covid-19 vaccination. A reasonable accommodation may be requested for an exemption from the Covid-19 vaccination requirement.

Please submit your resume to HR@harborrc.org.