ESSENTIAL FUNCTIONS

1. Assist with the preparation of VDC employer/employee packets for distribution to Options Counselors as needed (10%):

• Make copies of employer/employee packets, complete new employer/employee letters, complete packets with information provided by Options Counselors, set up paper files for each packet. Provide the packets in a timely manner to allow Options Counselors necessary time to meet appointment deadlines with clients.

2. Assist with the review of VDC employer/employee packets once Options Counselors have completed packets with clients (35%):

• Review the completed employer/employee packets for client signatures, ensure that all necessary forms have been received by completing the New Participant Approval Checklist and the Employment Packet Checklist. Notify and work with Options Counselors to gather any missing documentation by processing deadlines. Obtain necessary employer account numbers and ensure that employer/employee packets are complete. Complete all reporting associated with new hires and new employers including but not limited to criminal history, sex offender, OIG, and new hire reports.

3. Assist with entering employer and employee information in CYMA & FMS Engine (35%):

• Enter individual employer information in CYMA & FMS Engine, set up new employees in CYMA & FMS Engine.

4. Assist with semimonthly processing of payroll of all veteran employees.(5%)

• Enter paper timesheets in FMS Engine and process electronic and paper timesheets in FMS Engine. Notify Options Counselors of any issues with timesheets or budget limits. Process payroll and generate reports after each payroll run. Must be able to work well under pressure to meet payroll deadlines.

5. Assist with payments of payroll taxes, garnishments, and quarterly/yearly payroll reporting for all veteran employers.(5%):

• Ensure that all federal and state 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. Ensure that all garnishments are paid by payment due date.

6. Assist with preparation of monthly Cumulative Reports, Statements of Services Received and electronic billing of claims for the VDC program. (5%):

• Assist with the preparation of monthly Cumulative Reports and Statements of Services Received for all veterans enrolled in the VDC program.

• Submit electronic claims on a monthly basis and resubmit rejected and denied claims in a timely manner. Post payments from the Veterans Administration and update accounts receivable reports in a timely manner.

7. Miscellaneous (5%):

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

• Assist with providing customer service to all callers related to the VDC program including technical support for e-timesheets, the Employee Self-Service Portal, and Participant Dashboard.

KNOWLEDGE

Knowledge of General Accounting principles and proficient in the use of Excel (e.g., formulas, reports, graphs, Quickbooks, FMS Engine, 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.

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 possess a current Virginia Notary Commission or ability to obtain one. 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 a non-exempt position.