Fiscal Coordinator

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 and Harbor Regional Center policies.  Takes lead responsibility for ensuring timely and accurate processing of accounting functions, and acts as primary liaison between Harbor Regional Center and all benefit agencies as needed based on specific assignments.

The Fiscal Coordinator will support the Ongoing Implementation of the Self-Determination Program. The Department of Developmental Services (DDS) has funded Ongoing Implementation for 3 years. 

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. Generates all purchase order documents for distribution to service providers and case management.
  3. Verifies that the bills and requests for disbursement of funds have the proper level of approvals for payment in accordance with policies and agreements; follows up to obtain appropriate level as needed.
  4. Generates electronic payments and paper checks in payment for services and products. Creates and verifies all reports necessary to ensure payments are accurate; releases all payments for management approval and distribution.
  5. Analyzes billing documentation to ensure discrepancies are caught and resolved; trouble-shoots and resolves problems; makes adjustments when needed.  
  6. Develops and monitors various budget tracking reports, assists in preparation of budget analyses
  7. Tracks audit recovery and other receivables, including Help Fund loans
  8. Prepares and posts journal entries for the general ledger; reconcile general ledger accounts
  9. Maintain equipment inventory database, complete reporting requirements, support completion of physical inventory 
  10. Acts as coordinator and provide support for programs involving family financial participation
  11. Maintains the online rate table for services provided, reviews and researches service provider payment exceptions, tracks third party billing results, researches and prepares solutions for service provider billing problems, recommends resolutions, communicates outcomes to service providers and HRC staff
  12. Acts as a liaison with the Social Security Administration and other benefit agencies to expedite processing of benefit claims for clients, transfer payeeship, and/or maintain eligibility for benefits.
  13. Provides support to service coordinators to secure and complete documents necessary to secure client benefits.
  14. 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 benefit agencies; respond to benefit agency inquiries as needed.
  15. Generate and review reports regularly to ensure integrity of client account data.
  16. Provides training and guidance to service coordinators and others in the use of the system and in the event of process changes.
  17. Enrolls all service providers in the online billing system and provides training as needed.
  18. Receive and record all funds related to service provider payment recoveries.
  19. Assist Accounting Supervisor, Assistant Controller and/or Controller with providing training to new staff on the essential duties of the Fiscal Assistant position.
  20. Responds to questions from auditors, service providers, vendors, staff and others and prepares reports as requested. 
  21. 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.
  22. Attends and participates in team and department meetings; attends training programs and courses to develop and maintain skills.
  23. 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
  • Laserfiche
  • Virtual Chart
  • Uniform Fiscal System
     

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.