0326202401 Veterans Directed Care (VDC) Fiscal Assistant-Customer Service Urbanna

Job Description

Bay Aging is seeking a full-time, Fiscal Assistant for the Veterans Directed Care Program. This is a great opportunity to join a dynamic team. The fiscal assistant will assist with processing of all documents for payroll processing for our Veteran clients in multiple states. Attention to detail and accurate data entry are critical components. Excellent MS Office skills required. Come share your talent with us. 98% of employees say they are proud to work at Bay Aging. Pay: $16.25/hr-$18/hr

Essential functions

1. Customer Service (60%):

- Answers incoming VDC calls. Will provide technical assistance to clients and employees related to e-Timesheets, the Participant Dashboard, and the Employee Self Service Portal.

- Will become knowledgeable in all aspects of VDC and provide timely responses to client/employee requests. Will escalate calls to the appropriate manager as necessary.

- Will be responsible for providing timely, professional, and courteous responses to all callers. All requests for information or assistance will be provided within 24 hours.

2. Administrative Tasks (20%)

- Conducts daily mail pick up/drop off at main office (morning & afternoon) and distributes mail to the appropriate VDC staff.

- Coordinates obtaining signatures from the main office.

- Coordinates timely and accurate filing of all VDC documents with other departments.

- Assists with other tasks as needed related to Enrollment, Budgets, Invoices, Timesheets, and Billing.

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

- Cross trains with other staff members to learn Enrollment, Billing, & BIT aspects of the program.

3. Assist with Enrollment 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.

- 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.

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

4. Assist with BIT as needed (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.

- 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.

5. Assist with Billing as needed (5%):

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


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)


- FMS Engine

- Microsoft Excel


- 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.


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.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.

Type: Full-time

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Bay Aging

Bay Aging is the premier provider of programs and services allowing people of all ages to live independently in their communities for as long as possible. Formed in 1978, Bay Aging serves a predominately rural 2,600 square mile region that encompasses ten counties and two planning districts. As you will see, Bay Aging is extremely diverse in the programs it offers through three major divisions-Health/Community Living, Bay Transit, and Bay Family Housing.

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