Fiscal Assistant

Nature of Work

• Posts or supervises the posting of accounting data electronically to departmental ledgers, registers and journals as well as prepares daily summary and monthly accumulative reports and/or prepares routine or procedural financial reports. Can audit claims in disbursing offices and process approved claims, maintain detailed tax receivables accounts and analyze forms, correspondence, audit and investigative reports and records to determine accuracy and completeness. Performs other related work as required.

Duties & Responsibilities

• This position serves as one of six support positions responsible for various accounts receivable activities within the Erie County Office of Children & Youth Fiscal Department. The individual in this position is chiefly responsible for preparing Title IV-E Federal invoices and providing assistance in other areas of the fiscal department where necessary.
• The position also requires the application of judgment, sound decision-making and the ability to interact appropriately with the public and providers, as well as the ability to work collaboratively with a team of fiscal staff.
• Title IV-E Placement Maintenance, Subsidized Permanent Legal Custodianship (SPLC) and Adoption Assistance (AA) Invoices:
• Develops and updates monthly Foster Care (FC) spreadsheets by reviewing daily authorization for service documents for child placements
• Reviews and implements CY-60, CY-61, CY-61A, and CY-61C documents authorizing placement maintenance, adoption assistance or subsidized permanent legal custodianship
• Creates and maintains records and updates AA/SPLC
• Prepares and maintains adoption and permanent legal custodianship subsidy lists of children and rates
• Updates FC spreadsheets with changes in placements, reimbursement eligibility, per diem rates, and unallowable rates for foster care, residential, and group home placements
• Reviews FC, residential and group home invoices monthly to verify placement and confirm payment of per diem rates for entry on FC spreadsheet
• Coordinates FC rates with Medically Dependent and Supportive Placement Programs
• Adds information from child miscellaneous expense and revenue reports to FC spreadsheet
• Coordinates with eligibility technician to recognize non-reimbursement eligibility periods
• Uses Agency Client Information System to verify data and coordinates with Information Systems Unit to rectify errors
• Develops quarterly AA (including non-recurring expenses), FC and SPLC invoices
• Provides supervisor with Children Served and Days of Care and ACF numbers for quarterly reports, including Medical Assistance Only (zero subsidy) children
• Assists with preparing records for upcoming audits
• Reconciles FC cost centers for revenue application
• Prepares supplemental invoices for retroactive authorizations/changes for FC, AA & SPLC
• Miscellaneous
• Assists Manager of Accounting with data uploads for Title IV-E Validation
• Provides assistance in other areas of the fiscal department where needed
• Performs other duties as assigned.

Knowledge, Skills, & Abilities

• Should have considerable knowledge of bookkeeping principles and practices and knowledge of office practices, software and agency financial programs. The ability to prepare routine financial reports, plan, assign and supervise a small group of clerical workers or others involved in bookkeeping accounting operations are required.

Minimum Requirements

• Minimum of 2 years of Experience in Bookkeeping or Accounting
• Associate's Degree in Accounting or Business Administration

Supervision Received

• Work is performed through direct supervision of the Eligibility Supervisor by following specific procedures and through daily assignment. Work is reviewed through daily contact, supervisory conferences and performance review.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances as well as an FBI fingerprint clearance prior to the start of employment.