Accounts Payable Tech

Commonwealth of VA Careers; Virginia; Presencial; USD 41.000 - 55.000; Jornada completa

Descripción de la vacante

Commonwealth of VA Careers in Petersburg, Virginia, is seeking an Accounts Payable Technician to process invoices, patient billing, and related CSB billings for Central State Hospital. This full-time position operates within a state government finance environment, emphasizing accuracy, HIPAA compliance, and timely payments.

The role requires attention to detail, experience with invoice processing and accounting systems, and collaboration with multiple departments.

Formación

• Work experience in an invoice processing environment.
• Work experience with an automated accounting system.
• Knowledge of Microsoft Office, especially Excel

Responsabilidades

• Patient medical billing and insurance verification and coordination of benefits.
• Accounts payable and invoice processing: verify invoices, PO matching, approval, and payment timing.
• Contract and financial management: monitor expenditures, fund balances, and contract changes.
• CSB billing: manage CSB invoices, filings, and inquiries.
• Financial reconciliation and recordkeeping: reconcile logs, match receipts, maintain records.
• Mail and administrative support: process mail, badge receipts, assist with credit card operations.
• Vendor communication: resolve billing discrepancies and obtain approvals.
• Regulatory compliance and training: HIPAA compliance and mandatory training.

Conocimientos

Invoice processing

Automated accounting system

Microsoft Excel

Descripción del empleo

Title: Accounts Payable Tech

State Role Title: Admin and Office Spec III

Hiring Range: $40,550.00 - $55,000.00

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/csh/

Recruitment Type: General Public - G

Job Duties

***Any and all qualifications that you have must be represented in your application/resume as verifiable work experience.***

Central State Hospital (CSH) is a 277-bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. Established in 1870, CSH holds the distinction of being the first psychiatric hospital in the nation dedicated to the treatment of African Americans. We have a long and proud history of serving the citizens of the Commonwealth, and we remain committed to providing excellence in mental health care.

At CSH, we strive to support the wellness and safety of our patients and their communities across Virginia. Our dedicated team shares core values of health and wellness, respect, integrity, empowerment, and recovery.

Exciting developments are on the horizon for CSH, as a new, modern facility is currently under construction on our existing campus, with a scheduled completion date in 2027. This will enhance our capacity to provide high-quality care in a supportive environment that promotes healing and recovery.

Central State Hospital (CSH), is recruiting for a full-time Accounts Payable Technician. The Accounts Payable Technician will process accounts payable for CSH & HDMC in a timely and accurate manner so that financial information can be relied upon by others making decisions to ensure the accurate expenditure of funds. Ensures compliance with state and federal rules and regulations.

Financial Services provides a wide array of services to Central State hospital and Hiram Davis Medical Center. These services include budget/financial management; payroll and timekeeping; accounts payable; procurement, material management, & warehouse; & general administration. Financial Services is the liaison with the Department of Behavioral Health and Developmental Services and other government agencies such as the Department of Planning and Budget, Department of Accounts, Department of General Services, and the Auditor of Public Accounts to ensure compliance with state policies on campus.

Responsible for processing, reviewing, and managing accounts payable transactions, patient medical billing, and Community Service Board (CSB) billing functions for Central State Hospital. Ensures the accuracy, timeliness, and compliance of all financial transactions in accordance with state policies, contractual requirements, HIPAA regulations, and the Prompt Payment Act.

Key responsibilities include

• Patient Medical Billing and Insurance Verification: Reviews medical bills for off-campus services and determines the facility’s financial responsibility by verifying patient admission status, insurance coverage, payment responsibility, and coordination of benefits through AVATAR and Palmetto. Communicates with service providers regarding insurance billing, payment responsibilities, and applicable indigent care write-offs.
• Accounts Payable and Invoice Processing: Reviews and matches invoices with purchase orders, receiving reports, credits, and supporting documentation. Coordinates with department managers to verify services received and obtain payment approval. Verifies account coding, processes invoices according to established payment schedules and terms, and ensures compliance with state policies, contractual obligations, and prompt payment requirements.
• Contract and Financial Management: Monitors contract expenditures, maintains accurate balances of available contract funds, identifies funding needs, requests additional funds before contract expiration, and stays informed of contract changes. Ensures invoices are submitted with required documentation and maintains a minimum of 95% accuracy.
• Community Service Board (CSB) Billing: Manages billing functions for Community Service Boards in coordination with the Central State Hospital Social Work Department. Prepares and distributes invoices, maintains filing systems, reconciles payments and receipts, and responds to related billing inquiries.
• Financial Reconciliation and Recordkeeping: Reconciles check logs by established deadlines, maintains accurate financial records and reconciliation files, matches cashier receipts to invoices, and ensures credits and supporting documentation are properly recorded and maintained.
• Mail and Administrative Support: Sorts and distributes incoming and outgoing Financial Services mail, including daily distribution of Building 111 mail. Completes receipts for badges, keys, and other items; assists with credit card, debit card, and cash pickups; and provides backup support to the Local Fund Accountant as needed.
• Vendor and Department Communication: Communicates with internal departments, external service providers, and vendors to resolve billing discrepancies, verify payment obligations, obtain approvals, and respond to inquiries involving patient billing, special hospitalizations, and Community Service Boards.
• Regulatory Compliance and Training: Maintains confidentiality and ensures all patient-related correspondence complies with HIPAA requirements. Completes all mandatory and assigned training within established deadlines and submits required training documentation to ensure compliance.

The Accounts Payable Technician supports the financial operations of Central State Hospital by ensuring accurate and timely processing of invoices, patient medical bills, insurance payments, and Community Service Board billings. The position requires strong attention to detail, financial reconciliation skills, knowledge of accounts payable procedures, contract compliance, effective communication, and the ability to maintain confidential financial and patient information.

Minimum Qualifications

• Work experience in an invoice processing environment.
• Work experience with an automated accounting system.
• Knowledge of Microsoft Office, especially Excel

Additional Considerations

• Advanced Excel Knowledge preferred.
• Previous state government experience (Preferred).
• Experience with CPT Codes, collections, and patient pay responsibility (Preferred).
• Experience in Oracle/Cardinal financial systems (Preferred).
• Previous experience in DHBDS system finance (Preferred).

Background Investigation

All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific (\"barrier\") crimes or those with pending \"barrier\" charges.

Reasonable Accommodations

Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at [phone] during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity

The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference

DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.

Benefits

DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more!

Contact Information

Name: Human Resources Department

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note:

Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.