/Objective:

The Transition and Adult Billing Specialist is responsible for performing a variety of administrative duties and maintains the data and all the billing for Transition and Adult Services. The Specialist will maintain regular cooperation and compliance with all regulatory, accrediting, and governing bodies. Under the direction of management, the Transition and Adult Billing Specialist assists with the preparation and monitoring of multiple program budgets. Principal accountabilities include processing financial documents, researching budget data, and providing procedural information to staff. Interactions occur with a variety of staff, employees from partner organizations, and vendors to dispense information and/or respond to requests for data. This position is a key contributor to the accuracy, reliability, and acceptability of billing and budget data for programs. This individual is responsible for work output on an independent basis subject to supervisory direction and review.

Essential Functions:

• Assist management with the preparation, monitoring, and analyzing of multiple program budgets

• Verify, update, and maintain client data as required for local, state, and federal reporting

• Establish, design, and implement SETWorks information database by generating reports and queries for the Adult and Transition Programs

• Implement SETWorks enrollment and coordinate the intake process by sending initial and annual paperwork to clients

• Provide technical support and troubleshoot issues for users of the SETWorks information database and maintain procedural documentation to confirm accuracy and validity of the data

• Maintain procedural knowledge of state and federal guidelines for data reporting as well as technical knowledge of CWDS, HCSIS, Promise and SETWorks systems

• Coordinate with developers for customization and/or improvements to the SETWorks system; such as reports, queries, and/or custom fields

• Recommend and implement various components or modules of SETWorks that are not being utilized to their full potential

• Provide and facilitate instruction and training on the use of SETWorks for Adult and Transitions Programs staff

• Maintain confidentiality regarding the information being processed, stored, or accessed by the systems

• Maintain current knowledge and a base understanding of new technologies by regularly reviewing system release notes and other system changes that may impact billing or other data collection needs

• Review all documents for accuracy. Assemble all forms on a monthly or quarterly basis and obtain required Supervisor and Director approvals in accordance with published deadlines

• Organize, track, document and match program purchase invoices received to the appropriate purchase order for department grants. Coordinate resolution of any issues prior to submitting invoices for approval and payment

• Obtain, organize, and track conference and training purchase invoices for staff and submit the appropriate purchase order. Coordinate resolution of any issues prior to submitting invoices for approval and payment

• Initiate Request for Proposal (RFP) for students and clients receiving a stipend. Collaborate with staff to ensure requests have a valid documentation completed in accordance with current Business Office guidelines. Coordinate Supervisor/Director approval process and submit all documents for processing

• Process billing and analyze reports, including but not limited to; CWDS, PROMISE, Transition Job Coaching. Compile information from multiple data sources and reconcile invoices and staff reports with supporting documentation. Analyze data to ensure all services are captured accurately. Produce billing reports for multiple programs per each program’s guidelines

• Reconcile monthly procurement card statements and verify that appropriate documents have been uploaded. Submit for approval in accordance with the published monthly deadline

• Organize and process timesheets from part-time IU employees and additional time for full-time employees

Other Duties: This position description does not express, nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department, as needed, to adapt to the changing needs of the organization.

Supervisory Responsibility: No direct supervisory responsibilities.

Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.

Travel: Little travel to client locations is expected for this position.

Education and Experience:

Level of Degree:

o Associate’s degree required

o Bachelor’s degree beneficial or equivalent experience in finance or accounting

Knowledge, Skills, and Abilities

o Minimum three (3) years’ administrative experience.

o Advanced computer competency in various databases, Microsoft Office, Microsoft SharePoint, and the ability to learn other software as needed.

o Ability to create, manage and edit spreadsheets and various reports

o Ability to work independently and within a team to accomplish goals and to problem solve.

o Excellent organizational, interpersonal and time management skills.

o Excellent oral and written communication skills.

o Knowledge of OVR and/ or ODP transition and adult services preferred

Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.

EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state, or local laws.