Accounting Specialist

Supervisor: Director of Finance Regular Work Hours: Mon-Fri 8:30-5:00

 

FLSA Status: Non-Exempt EEO Classification: Office & Clerical

 

Basic Function

 

Under the direct supervision of the Director of Finance and in accordance with established agency policies and procedures and generally accepted payroll principles, the incumbent is responsible for the billing of revenues, positing of payments and the related tracking and follow up. The incumbent is also responsible for the monitoring and oversight of individuals finances for people supported by the organization.

 

Specific Responsibilities

 

Billing and Collections Process

 

· Waiver Billing (bi-monthly)

1. Gather and review all census forms

2. Review authorizations for billable svcs (RH,SL,Ancillary)

3. Enter claims in to Web Portal

4. Update Billing Spreadsheet for billed claims

5. Excel Copy of billing spreadsheet sent to Accountant and DOF

6. Notation on any expired authorizations, billing issues – cc DOF

· Waiver Payments

1. Scheduled payments

1. Review Web Portal to see scheduled payments/copy of RA

2. Update Billing Spreadsheet with payments

3. Notation on non-paid/partially paid claims and reason (codes/descriptions)

2. Payments Received

1. Date stamp checks received

2. Reconcile with RA to ensure RA amount/number matches check

3. Retain electronic copy of RA, printed copy of RA to attach with check and give to Accountant for JE along with income allocation to cost center

 

· HCA Billing (monthly)

1. Review PO to verify it has the latest locations and rates

2. Prepare invoice according to census days already reviewed with Waiver billing

3. Send invoice to DDS for processing with email confirmation

4. Excel Copy of billing spreadsheet sent to Accountant and DOF

· HCA Payments (monthly)

1. Payments Received

1. Date stamp checks received

2. Update Billing Spreadsheet with payments

3. Notation on non-paid/partially paid claims and reason (codes/descriptions)

4. Reconcile with invoice and PO to ensure that they match the check

5. Retain electronic copy of the invoice, printed copy of the invoice to attach with check and give to Accountant for JE along with income allocation to cost center

· Maintain all prior authorizations

1. Tracking of ISPs

2. Compare POC to SA to PA

3. Troubleshoot PA issues with the Director of Finance

· Accounts Receivables Follow up and Re-billing

1. Troubleshoot AR issues for both Waiver and HCA

2. Correspond with DDS/DHCF externally on PA concerns

3. Escalate to the Dir of Finance for marco issues

 

Individual Funds Process

 

1. Maintain the financial records of the people supported consistent with the Personal Funds Management Policy

2. Review of each person’s financial books with the Program Managers at least quarterly

3. Maintain person-specific banking activity in the order outlined in the table of contents for each persons supported

4. Assurance that the records are in chronological order

5. All bank statements are received monthly/quarterly depending on frequency

6. Ensure there is a monthly bank activity ledger for each person supported in their financial record.

7. Upload of bank information to MCIS at minimum quarterly

8. All reconciliations of spending are completed in the prescribed timeframe as outlined in the Personal Funds Management Policy with the appropriate documentation

9. Assist in vacation planning and reconciliations of spending

10. Periodic audit each person’s financial records and provide report of audit findings to Director of Finance and Director of Programs

11. Update and distribute the total asset information spreadsheet to the QIDPs/Management

12. Maintain and report of Vinner Trust Statements

13. Report monthly to the QIDPs and Management when individuals exceed SSI/SSDI threshold limits and work with the QIDPs to ensure spend-downs occur timely.

 

Qualifications

 

The incumbent must possess a high school diploma or equivalent and have previous Medicaid billing experience and working with individuals funds finances under the DC Medicaid programs preferably in a non-profit setting. Associate degree or post high school training in accounting or other business-related field required. Position requires a minimum of four (2) years related experience with demonstrated computer literacy and spreadsheet programs, i.e., EXCEL, required. Position requires satisfactory criminal background investigation report and consumer report in accordance with My Own Place, Inc., policy and practices.

 

 

Related Factors - The incumbent must possess:

 

1. Excellent organizational and time management skills

2. The ability to organize and prioritize multiple tasks and work effectively under pressure

3. Attention to detail and the ability to reason and think logically

4. Good oral and written communication skills

5. Must be able to work independently and exercise good judgment

6. Thorough knowledge of general accounting principles

7. Computer literacy and proficiency