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Position Title: Fiscal Assistant I

POSITION OBJECTIVE:

Under general supervision, provide diverse administrative support to Management. To perform assigned accounting activities in an accurate and timely manner. Require judgement and comprehensive knowledge of applicable operations.

ESSENTIAL FUNCTIONS MAY INCLUDE:

  • Set-up and maintain client or program files including accounting contract administration
  • Perform typing, data entry or other clerical tasks as needed.
  • Make photocopies and fax material as requested.
  • Run errands as requested.
  • Participate in the quality improvement process.
  • Assist with tracking and preparing invoices in Cobris.
  • Scan checks and vouchers.
  • Run reports for check/voucher verification.
  • Perform check/voucher verifying process for monthly adoption, independent living, foster care subsidies, mortgage and RGC’s as well as weekly account payable batch sessions.
  • Prepare outgoing mail: fold, stuff and stamp envelopes weekly and monthly, to include adoption, foster care and independent living subsidy as well as account payable check/vouchers in a timely manner.
  • Verify OCA’s and 188’s
  • Responsible for filing all APS sessions, API batch sessions and back up each week.
  • Responsible for scanning all ME and CWS contract back up once paid, then filing.
  • Prepare records for closed files – which includes boxing previous fiscal year back up files, listing each vendor file that is boxed and preparing labels for boxes.
  • Responsible for Purchase Order email sent from vendors. Printing invoicesreceived and preparing purchase orders, work orders, quotes/estimates for approval. Once approved assign purchase order number to spreadsheet. Update purchase order spreadsheet weekly once payment has been made.
  • Responsible for following UGG (Uniform Grants Guidance) requirements and procedures for any purchases >$3500. Requesting adequate number of price quotes and then complete procurement quote/bid form for approval. Once approved file copies.
  • Maintain Vendor information in the accounting system.

This list of essential functions is not intended to be exhaustive. BBCBC reserves the right to revise this job description as needed to comply with actual job requirements.

QUALIFICATIONS:

REQUIRED:

  • High School Diploma or GED equivalent
  • Training in typing, filing, and office procedures
  • One Year of accounting office experience
  • Ability to work accurately with numerical detail; and analyze, consolidate, and interpret accounting data
  • Knowledge of and ability to use spreadsheets, word processing, and database software for tracking
  • Ability to work independently, schedule duties appropriately, and juggle priorities

PREFERRED:

  • Prior experience as a receptionist in a similar setting
  • Knowledge of GAAP (Generally Accepted Accounting Principles)

SKILLS:

  • Desk Top Publisher Ability
  • Basic computer skills
  • Good interpersonal skills
  • Ability to speak read and write English at the high school level
  • Excellent telephone etiquette
  • Knowledge of various types of office equipment (i.e. copier, fax, switchboard)

I have read and understand this job description and hereby certify that I am qualified to perform this job, with or without a reasonable accommodation.

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Name (Print)Supervisor’s Name (Print)

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Employee’s SignatureSupervisor’s Signature

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DateDate

Revised 2/18/11