Fiscal Support Specialist I

City-of-Portsmouth,-Nh; Portsmouth (VA); On-site; USD 32,000 - 40,000; Full time

Job summary

City of Portsmouth seeks a detail-oriented clerical specialist to manage client financial records, post service charges, and handle third-party reimbursements within Behavioral Health Services. The role requires completing initial financial interviews and supporting billing activities.

Under general supervision, you will maintain accurate ledgers, prepare claims for Medicaid and private payers, assist with data entry and reporting, and ensure adherence to city procedures while delivering

Qualifications

• High school diploma required; 1–2 years of office and clerical experience preferred.
• Experience with billing, payments, and collection processes is preferred.
• Strong attention to accuracy and ability to handle confidential information.

Responsibilities

• Open and maintain client financial records and post charges.
• Review and assess consumers' financial status and accounts.
• Submit public and private third-party claims for reimbursement.
• Prepare delinquent accounts information for set-off debt collection.
• Provide administrative support, data entry, and spreadsheet tasks.

Skills

Customer service

Clerical work

Data entry

Education

High school diploma

Job description

GENERAL STATEMENT OF JOB

Under general supervision, ensures fees and third-party reimbursements are collected for services provided by the Behavioral Healthcare Services. Reports to the Assistant Fiscal Administrator.

ESSENTIAL JOB FUNCTIONS

Opens and maintains appropriate client financial records; reviews and assesses consumers' financial status; maintains an automated accounts receivable system to post service charges, fee adjustments and collections of third-party reimbursements; posts self-pay client's payments and third-party reimbursements to the automated accounts receivable system.

Assists Behavioral Health Services staff with inquiries regarding client financial status and obligation of payment for services rendered; ensures all clients have an initial financial interview and are annually updated; prepares and submits public and private third-party claims to payers, such as Medicaid and Blue Cross/Blue Shield, for client service reimbursement; prepares delinquent client account information for submission to the Department of Taxation Services in accordance with the provisions of the set-off debt collection program; and prepares periodic fee collection.

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used. Reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job

Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has considerable knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interacts within department and division, and with co- workers and the general public.

Quantity of Work

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance

Attends work regularly and adheres to City policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Interacts effectively with fellow employees, supervisor, professionals and the general public.

Coordination of Work

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping

Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

EDUCATION & EXPERIENCE

Graduation from high school and 1 to 2 years of experience in customer service and clerical work, including accounting or bookkeeping duties; and experience in data entry and billing/payment/collection process; or any equivalent combination of training and experience which provides the required education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.

A valid driver’s license with an acceptable driving record.

Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements

Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work. Light work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Data Conception

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability

Requires the ability to read client records, charts and ledger cards, release and payment information, etc. Requires the ability to prepare financial charts, interview information, cash, debt set-off and payment records and reports, and billing and income statements, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Numerical Aptitude

Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine percentages and decimals.

Form/Spatial Aptitude

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity

Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination

Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication

Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.

FLSA Status: Non-Exempt

EEO Cat: 6