SUMMARY:

Under general supervision of Administrative Unit Manager - Purchase of Service perform fiscal clerical work in connection with the examination, calculation, reconciliation and recording of accounts payable records, verify check claims for payment, process requests to authorize payments; verify records for accuracy and completeness; and prepare summary reports. Perform related work as required.

HOURLY RANGE:

• $21.0800 - $29.6616 per hour

GENEROUS BENEFITS PACKAGE AND EMPLOYEE PERKS:

• To view our benefits package and employee perks, please click HERE .

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Examine vendor paper and electronic invoices daily for accuracy and completeness.
• Prepare, verify changes and key enter A/P input within scheduled time frames.
• Accurately calculate payment from vendorized rates, SMA, CPT or negotiated rate, and/or bill for third party payments, proportionate cost and absences.
• Substantiate amount, source and distribution of consumer revenue.
• Investigate on-line edits, warning, errors and resolve according to agency procedures/policy.
• Key enters payment data to generate checks.
• Print invoice screen indicating potential loan; verify validity with RCU and confer with manager on course of action.
• Prepare and mail checks.
• Post and record financial transactions.

• Receive and examine service authorization requests weekly for compliant approval level, validity of services, and completion of required information e.g. license, insurance, CPR.

• Verify level of supervision with rate tools; verify source of fund (SOF) information, payee status, and ensure SOF amounts cover basic cost of care.
• Record and bill third party payors as assigned.
• Investigate and resolve discrepancies between service request and vendor, consumer or SOF information.
• Indicate special processing requirements.
• Notify staff or public of missing or incomplete documents and/or logs and return unacceptable documents within one day of receipt.
• As needed or assigned, screen and distribute incoming unit mail.
• Examine and process authorization requests within 15 calendar days of receipt daily.
• Select correct rate subcode, service type, service code, and authorization setup.
• Confirm monthly consumer benefit expected or currently being received by consumer.
• Key enters data to generate accurate authorization on a timely basis.
• Type request data card as required.
• Post and record financial transactions.
• Encumber/disencumber funds and modify authorization setup based on new or changed authorizations, rates, payments or terminations.
• Request edit reports and reconcile input document with edit, make correcting entries as needed and verify control totals.
• Prepare and mail authorization and invoice documents at scheduled times.
• Post encumbrances from authorization entry.
• Process release of conserved consumer funds (ICRC 106) according to established time frames.
• Examine request for validity and disbursement approval.
• Set pay date according to established pay schedule.
• Create and edit pay batch for entry and/or address errors.
• Investigate ICRC 106's rejected due to insufficient funds.
• Notify RCU promptly when unable to process because of insufficient funds. Correct and reenter when applicable.
• Serve as resource to agency staff and service vendors daily.
• Handle complaints and resolve discrepancies in payments and authorizations.
• Explain billing requirements and assist vendors in following procedures for billing and payment on a timely basis.
• Explain or interpret billing unit policy and procedures to employees, public or officials.
• Assist employees in finding information or materials as assigned.
• Maintain log and verify number of checks issued.
• Identify, stamp and void checks by making adjusting entries to fiscal records and complete required documents.
• Distribute checks, payment register, certification statements, authorization tickler and other appropriate documents on schedule.
• Compile monthly and periodic reports such as summaries of projected encumbrances by budget code, category and fiscal year.
• Compose and type correspondence to vendors to recover overpayments and about services not authorized.
• Send standard letter in response to routine request.
• Send standard letter requesting invoice or notice that services were not provided.
• Assist manager in documenting procedures and writing instructions.
• Develop, adapt or select most appropriate procedure to carry out directives.
• The job duties and the sub headings that follow are essential and integral to the day to day performance of all other job duties and responsibilities. Compliance with these requirements is imperative and primary.
• On a daily basis maintain an adequate skill level in interpersonal and community relationships.
• Comply with agency Personnel Policies and Procedures, and Affirmative Action Plan.
• Maintain good attendance and punctuality.
• Handles change well. Is flexible and adaptable in dealing with interruptions, new priorities and new assignments.
• Perform as a member of a team, answering questions, sharing expertise and generally contributing to the harmony of the team.
• Comply with the administrative requirements of the agency on a daily basis.
• Use equipment appropriately and keep it in good repair. Keep work area neat and orderly. Observe all safety rules.
• Key enters data into IBM AS400; key enter data into PC or IRC’s Local Area Network.
• Prepare and distribute necessary reports on a timely basis.
• Perform different or additional work as needed or assigned. Perform unit assignments on rotation basis or as assigned.
• Keep manager informed of pending work, work in progress and problems encountered.
• Update knowledge through reading, briefings, and training.
• Drive vehicle/travel to other offices/locations to pickup, deliver materials.
• Organize travel effectively and efficiently.
• Maintain a safe driving record.
• Utilize agency’s IT systems as assigned, maintain security and following agency’s protocol and procedures, rules and requirements.

MINIMUM POSITION REQUIREMENTS

COVID-19 PRECAUTIONS

The health and well-being of our employees is of utmost importance to Inland Regional Center. In addition to following CDC guidelines, our agency also takes other safety measures to help protect our employees against COVID-19 such as:

• Remote interview process
• Temporary hybrid remote and in-office work with staggered in-office work schedules
• Office equipment for temporary remote work use at home
• Virtual Meetings through Teams App
• Requiring employees to wear personal protective equipment in the workplace and practicing social distancing
• Completing a check-in questionnaire before entering the office
• Providing onsite COVID-19 testing twice a week
• Mandatory COVID-19 vaccination subject to disability/medical condition/religious belief exemptions/reasonable accommodations

We are proud to be an EEO employer. We maintain a drug-free workplace and perform pre-employment substance abuse testing.