Job Abstract

Provides assistance to the Finance Director in supporting the Board’s financial operations, including fiscal reporting, compliance, budgeting, payroll, and auditing. Performs duties as regularly assigned and collaboratively works with and performs regular duties of other Fiscal Specialist as assigned to ensure responsibilities of the job are performed to standard.

The following illustrates an example of the level of education, training and/or experience that a job applicant may have to be qualified for this job. This is a general benchmark and is not considered an absolute required qualification. Rather, any combination and level of education, training or experience may qualify an applicant, provided the applicant successively demonstrates the ability to proficiently perform job duties and knowledge, skills and abilities.
Associate’s degree in accounting, business or closely related field, and four years’ work experience in a responsible accounting or financial management position. Must be bondable.

Each employee is expected to perform each essential duty and responsibility and other assigned duties to job performance standards. Reasonable accommodations are made as needed to enable an otherwise qualified employee with an ADA disability to perform job duties, but in so far as the accommodation does not create an undue hardship on the Delaware-Morrow Mental Health & Recovery Services Board.

Budget Management
Compiles financial data and prepares reports in support of financial planning, forecasting and budgeting. Develops budget drafts for review by the Finance Director.
Monitors budget accounts, revenues and expenditures to ensure compliance with approved budget, and maintains related accounting records and reports. Identifies budget issues and makes recommendations for resolution. Assists in preparing annual appropriations.

Fiscal Management, Reporting and Compliance
Works with Finance Director to ensure that fiscal processes comply with applicable regulations and generally accepted accounting practices.
Reviews appropriate funding source for each receipt, payment and contract. Reviews receipts and makes deposits with County Treasurer’s Office in accordance with Treasurer procedures. Reviews invoices for payment and submits to Finance Director for approval.
Reviews and makes recommendations for approval of purchase orders and performs general accounts payable duties to make payments to vendors.
Reviews applications for payment or reimbursements and submits to Finance Director for approval.
Analyzes provider budget requests and applications prior to contract approval to ensure available funding sources match service capabilities.
Provides assistance and support to contract providers and vendors regarding fiscal matters and requirements.
Works with Finance Director to prepare budgetary documents for provider contracts.

Auditing
Works collaboratively with Finance Director to prepare for State audits. Collects and provides information as requested by State Auditor during auditing process.
Assists in auditing contract provider billings to ensure accurate reporting of services and payment. Provides information as requested for external auditors conducting contract provider audits.

Records and Reporting
Compiles information and assists in the preparation of reports for the OhioMHAS and other public entities as part of the State reporting system.
Leads the updates to and management of the Board Report Tracking mechanisms to ensure compliance with reporting deadlines.
Assists in the preparation of finance related reports to comply with reporting requirements.
Compiles financial information, including list of bills, service and financial reports as requested.
Provides assistance to Finance Director in preparing budgets and financial reports.
Submits records and documents to Finance Director for review and consideration for approval as required.
Balances accounts and confers with Finance Director to resolve difficult accounting problems.

Accounts Payable and Receivable
Processes invoices for payment and enters payment and related data into Board accounting system.
Processes purchase order requests and purchase order change forms. Processes new vendor requests with approval of the Finance Director.
Records receipts and makes deposits with Finance Director’s approval. Works collaboratively with Treasurer’s Office staff to process deposits in accordance with Treasurer Office procedures.
Prepares invoices and tracks receivables.

Purchasing
Performs procurement on, and purchases board supplies and equipment as needed.
Researches and responds to inquiries regarding purchase and payment information.

Payroll and Insurance Administration
Processes payroll time records and related documents. Maintains Board sick leave, vacation leave, and compensatory time records in the specified time keeping system (s).
Serves as a liaison to and assists Board staff and providers with group insurance offered as a benefit.

Claims Payment System
Maintains up to date working knowledge of and provides support in coordinating claims payments and reconciliation and provides assistance in the submission and payment of claims.
Board and Committee Meetings Assists Finance Director in preparing Board meeting materials relative to Board financial matters, and in preparing agenda and related materials for Board Finance Committee meetings.
Prepares minutes for Finance and/or other Committee meetings and attends all Board meetings as requested.

Financial Policies and Financial Models
Researches potential improvements to financial policies and procedures, accounting and budgeting systems as needed.

Duties Required of All Board Employees
Maintains confidentiality of HIPAA and other confidential and sensitive information. Ensures compliance with public records law and process.
Performs job responsibilities in accordance with the agency’s policy, procedure and protocol, and applicable laws and regulations. Maintains the highest level of integrity and professionalism in all aspects of job performance.
Displays teamwork and cooperation when working with management, coworkers and other community partners.
As a representative of the agency, maintains the highest standards of ethical and social behavior.
Works effectively and courteously with contract agency representatives, Board visitors, general public and other job contacts.
Attends trainings and professional development activities to remain up-to-date on issues relative to job duties and responsibilities.
Works assigned schedule, exhibits regular and punctual attendance, and works overtime as necessary to meet workload demands.

OTHER DUTIES AND RESPONSIBILITIES
Performs all other duties as assigned by Finance Director or Executive Director. Performs reception and related duties as assigned.
Processes files and distributes incoming and outgoing documentation and correspondence.
SCOPE OF SUPERVISION
None.

CONFIDENTIAL INFORMATION
Private protected health information of persons served by contract agencies in accordance with HIPAA requirements. Employee is authorized to access and use protected health information only for the purpose of proper program operation and administration. Any other use of protected health information is prohibited. The employee assigned to this position is also prohibited from disclosing any protected health information to any outside party without the written authorization of the privacy official and is required to participate in HIPAA training and to review and acknowledge understanding of the HIPAA law.

WORKING CONDITIONS Normal office working conditions when working in the Board office. Exposure to conditions within contract agencies and to traffic and weather conditions when traveling and working on-site.

USUAL PHYSICAL DEMANDS The following physical demands are typically exhibited by employees performing this job’s essential duties and responsibilities. These physical demands are not mandated job qualification standards but are illustrated to provide guidance for identifying a reasonable accommodation that may be needed by an otherwise qualified employee or job applicant with an ADA disability to perform this job’s essential job duties.

Vision demands include close, relatively detailed vision, with the ability to adjust focus to computer screens, financial data and written material for extended periods of time. Regularly exhibits manual dexterity when entering data into the computer and preparing financial reports and records. The employee sits for extended periods of time when assessing and preparing financial information, and when meeting with when meeting with contract representatives, employees and others, and performing other responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: generally accepted accounting principles and practices; non-profit and government fund- accounting principles, processes and requirements; financial reporting requirements and practices; payroll processing practices; accounts payable and receivable; mathematical principles used in general accounting practice ; HIPAA law and regulations, including security rules and standards; spreadsheets and accounting software.
Ability to: organize work projects and manage multiple projects and programs; establish work priorities; develop and maintain effective working relationships with job contacts; exhibit sensitivity and understanding to mental health and addiction issues; maintain confidentiality of confidential and sensitive subject matter; exhibit flexibility in work schedule and job assignments; maintain current working knowledge of accounting and reporting requirements; demonstrate regular and predictable attendance and punctuality; exhibit attention to detail when working with financial data.
Skill in: reconciling accounts; assigning accounting codes; operation of computer; application of Microsoft Office software programs; application and use of spreadsheets and accounting software such as QuickBooks or similar specified financial software platform; preparing financial reports; operation of general office equipment; verbal and written communications;

ENTRY-LEVEL QUALIFICATIONS The following illustrates an example of the level of education, training and/or experience that a job applicant may have to be qualified for this job. This is a general benchmark and is not considered an absolute required qualification. Rather, any combination and level of education, training or experience may qualify an applicant, provided the applicant successively demonstrates the ability to proficiently perform job duties and knowledge, skills and abilities.
Associate’s degree in accounting, business or closely related field, and four years’ work experience in a responsible accounting or financial management position. Must be bondable.

CONDITIONAL EMPLOYMENT TERMS As a condition of initial employment, a conditionally hired employee:

• must pass a post-offer drug test and is required to remain substance abuse free, including submitting to alcohol and drug testing as specified by Board policy throughout the course of employment.
• must submit to and receive an acceptable criminal background check as a condition of initial employment.
• is required to document his or her identity and employment eligibility within 3 days of original appointment in compliance with Immigration Reform & Control Act requirements.
• Willingness and ability to work in a non-smoking office environment.

Full job descriptions are available on the Class Specifications page.

Equal Opportunity Employer
M/F/D/V