Archive for category: Employment

General Statement of Duties:

Provides support functions for CSB facilities management, along with other assigned duties.  Incumbent is responsible for supporting the day-to-day operation, maintenance and upkeep of all CSB facilities and vehicles.

Distinguishing Features of Work:

This position is directly responsible to the Facilities Manager and coordinates his/her work closely with same.  He/she supports maintenance work for all CSB facilities, surrounding grounds and vehicle maintenance. The work requires knowledge in facility management and assists in decision-making and appropriate independent action regarding repairs, replacement equipment, vehicles and property management. This position has regularly scheduled supervision provided as well as consultation and assistance necessary to accomplish the work. The incumbent must coordinate his/her work closely with supervisor and others impacted by the work. The position requires planning and problem solving abilities, excellent judgment, and the ability to identify and undertake proactive property and vehicle maintenance initiatives.

Persons in this position classification are non-exempt under the Fair Labor Standards Act.

Major Duties and Responsibilities:

Helps maintain CSB office facilities as clean, safe, attractive, and functional buildings and grounds, including but not limited to the following:

• Serves as a point of contact for CSB properties held as landlord-only contracts;
• Communicates with the custodial services and/or staff engaged by the CSB as required for maintenance responsibilities.
• Monitors all facilities to ensure safety risks are anticipated and managed, as practicable.
• Tracks and maintains building keys at assigned buildings, including internal offices.
• Assists in the completion of all routine and preventive maintenance functions for CSB office buildings and grounds. This includes HVAC systems, structural repairs, incidental repairs, etc. plus recommends and assists with implementing major upgrades and renovations. Coordinates work performed by qualified contractors.
• Secures needed equipment/supplies with approved vendors.
• Maintains documentation and backup information needed for repairs, emergencies, and disaster response activities, such as warranty documents, floor plans, vendor information, etc.
• Assists in oversight responsibility for outside facility grounds, including lawn maintenance and landscaping, snow removal, etc. Responsible for contracts and vendors for those functions.
• Performs light maintenance tasks such as changing light bulbs, hanging pictures, moving small furnishings, spraying for common insects, etc. as appropriate. This includes clean up of spills, leaks or other facility-related messes.
• Helps maintain all agency vehicles in terms of inspections, cleaning, and any oversight of all necessary maintenance work to ensure safety of operation.

Assists Management and Risk Management Specialist with safety and security at CSB facilities as follows:

• Maintains staff awareness about physical security issues and procedures and monitors physical security at each site.
• Serves as a technical resource for staff and the agency around physical security issues at their perspective location(s).
• Assists leadership in the event of a major disaster to secure (as feasible) the facility to limit the loss or exposure of protected health information.

Work with Supplies clerk to ensure appropriate volume of supplies to be maintained on site, including regular inventories.

Active involvement with “Receiving” group, ensuring deliveries are received and stored in appropriate locations.

Makes effective use of available technology, including computers, e-mail, texts and voice mail in order to enhance customer service.

Maintains and assures that staff and vendors maintain effective relationships with coworkers and clients based on courtesy, compassion and respect. Requests assistance if needed.

Performs other duties as assigned in conformance with established operational policies and procedures.

Required Knowledge, Skills, and Abilities:

Knowledge of designated technical support functions involving facility management and related financial management functions. Excellent organizational skills; ability to make appropriate independent decisions and take related action based on knowledge of facility management needs; knowledge of accounts payable procedures; ability to manage assigned routine with minimal supervision, excellent communication skills, including speaking, writing, and the ability to interact effectively with the public; excellent interpersonal skills; good judgment, tact, courtesy; efficiency; dependability.  Some repair, HVAC, vehicle repair, and/or property management experience preferred. Experience with Spreadsheet Software (preferably Excel) a plus.

Minimum Education and Experience:

Two years of progressively responsible technical experience related to the functions noted above, OR any equivalent combination of experience or training that provides required knowledge, skills and abilities.

Other Information:

Equipment: Telephone system, multi-functional printer (MFP), PC and/or other designated computer hardware, designated software. Basic hardware tools and items often used in Facilities Management (e.g., screwdrivers, hammers, light bulbs, insect spray, etc.)

Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels. Some exterior work in environments with less than office-levels of cleanliness (i.e. crawl spaces, mechanical rooms, etc.) Exposure to heat & cold conditions during times of year when exterior work required.

Work Location: North Main Street Campus, Harrisonburg, VA, and 463 East Washington Street, Harrisonburg, VA; and CSB residential properties.

Work Hazards: Some hazards associated with repetitive motion necessary for data entry/typing; possible hazards associated with overseeing capital repair/maintenance/related activities; minimal hazard associated with human services environment, and lifting or carrying supplies and equipment.

Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as need to perform job requirements, including emergency facility issues.  Regular attendance is required.

 HIPAA Access Level 3: Read-only access to protected health information (PHI), limited to minimum necessary, and full read/write access to demographic and financial information, limited to the minimum necessary, for all clients as part of staff provision of support services in agency health care operations. Staff at Level 3 are allowed to seek out client PHI as necessary to perform assigned duties, but are expected to exercise due precautions to avoid exposure to PHI which is not necessary to perform these assigned duties. Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.

General Statement of Duties:

 This position plays a crucial role in supporting the financial aspects of client care within HRCSB. This position is responsible for managing client financial information, verifying insurance coverage, assisting with financial intakes, resolving billing and insurance claim issues and ensuring that clients have a clear understanding of their financial responsibilities related to services provided. The position serves as a key point of contact for clients and insurance companies as appropriate, ensuring a seamless financial experience in a supportive and compassionate manner.  This position reports to the Reimbursement Supervisor.

This position is classified non-exempt under the provision of the Fair Labor Standards Act.

Major Essential Functions:

1. Client Financial Intake

• Conduct financial intake for new and existing clients, gathering necessary demographic, insurance, and financial information. Works collaboratively with Client Account Representative to cover in-person financial intakes for clients.
• Explain financial policies to clients, including payment plans, co-pays, and insurance coverage. For self-pay clients, provides standard fees for each client in accordance with the agency policy and established sliding scale fee schedule, completes fee agreement forms, processes fee appeals for Reimbursement Supervisor/CFO approval, and scans all required documents in EHR system, attached to the client records.
• Ensure accurate entry of all client information into the electronic health record (EHR) or billing system.

2. Insurance Verification

• Verify insurance eligibility and coverage for behavioral health services, including checking for in-network benefits, co-pays, and deductibles.
• Communicate with insurance companies as needed to resolve coverage or billing discrepancies.

3. Billing and Claims Management

• Monitor and follow up on claim denials, rejections, and underpayments, working with insurance companies to resolve issues promptly.
• Assist with resubmitting corrected claims and appeals to ensure accurate reimbursement.
• Maintains up-to-date knowledge of third-party and other payers’ requirements in order to assist with notifications within the electronic health record and maximize reimbursements from those sources of revenue.

4. Client Billing and Collections

• Communicate directly with patients regarding their financial responsibilities, including statements of services and payment expectations.
• Updates client contact information as appropriate.
• Address patient inquiries related to billing issues, such as discrepancies in charges, insurance coverage, or payment plans.
• Assist patients in understanding their insurance benefits and any out-of-pocket costs, offering solutions for payment arrangements when necessary.
• May assist in the collection procedures of client overdue accounts (legal action, set-off debt).
• May assist with preparing and sending necessary paperwork to maintain CSB information with the state Set-Off Debt (SOD) Collection program, including processing Add, Change, and Update Forms under the direction of the Reimbursement Supervisor.

5. Customer Service and Support

• Provide compassionate and professional support to patients and their families regarding financial matters related to behavioral health services.
• Collaborate with clinical staff, case managers, and other departments to ensure accurate financial documentation and service delivery.

6. Compliance and Documentation

• Maintain accurate records of all financial transactions, communication with patients, and insurance interactions.
• Stay up-to-date on insurance policies, regulations, and compliance requirements in the behavioral health field.
• Ensure that all activities comply with relevant federal, state, and local regulations as well as organizational policies.

7. Problem Resolution

• Work proactively to resolve billing issues, payment discrepancies, and other financial concerns for clients in a timely and empathetic manner.

8. Collaboration and Team Support

• Collaborate with clinical and administrative teams to ensure timely and accurate processing of financial information and payments.
• Participate in training sessions to stay informed about industry changes and new financial procedures.
• Maintains effective relationships with co-workers and clients based on courtesy, compassion, and respect.
• May back up other departmental functions or perform other duties and special projects as assigned consistent with established operational policies and procedures.

 Required Knowledge, Skills and Abilities:

• Knowledge of insurance processes, claims adjudication and reimbursement procedures.
• Work independently, coordinate responsibilities and assignments with others at the appropriate level. Ability to seek and use supervision appropriately.
• Make decisions and initiate action based on established policies and procedures.
• Ability to explain complex payment/billing issues in an understandable manner to others who don’t have the billing knowledge.
• Demonstrate knowledge of computer operations in automated accounts receivable systems, office procedures and equipment;
• Perform detailed work in an accurate, efficient, and professional manner.
• Provide excellent customer service internal and external.
• Ability to understand and follow oral and written directions.
• Strong organizational, communication-both oral and written and interpersonal skills.
• Ability to be a team player within the department, agency and external to others. Flexibility with work duties.
• Maintain confidentiality of client and staff at all times.

Minimum Educational Experience:

Completion of high school or GED required.  Additional education, certifications or work experience preferred which could include college or business school courses; plus two- three years of experience in relevant customer service or administrative support work;  reimbursement and third-party billing experience a plus; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Other Information:

Equipment: PC and designated software, adding machine/calculator, copy machine, fax machine, printer, document scanner, and telephone system.

Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.

Work Location: 1241 North Main Street Campus, Harrisonburg, VA

Work Hazards: Some hazard associated with repetitive motion necessary for data entry/ typing; standard hazards associated with human services environment.

Work Schedule: Hours will occur Monday – Friday between 8am – 5pm; hours scheduled as needed to meet agency operational needs.

HIPAA Access Level 3:  Read-only access to protected health information (PHI), limited to minimum necessary, and full read/write access to demographic and financial information, limited to the minimum necessary, for all clients as part of staff provision of support services in agency health care operations.  Staff at Level 3 are allowed to seek out client PHI as necessary to perform assigned duties, but are expected to exercise due precautions to avoid exposure to PHI which is not necessary to perform these assigned duties.  Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.

Position Salary Range:$40,270 to $49,066 annually

Actual starting salary will be commensurate with the selected candidates’ education,  experience, and qualifications.

General Statement of Duties:

Performs a variety of moderately complex receptionist and clerical tasks.  This position is directly responsible to the Clerical Services Manager.  The person in this position must exercise discretion and independent judgment in comprehending, responding to and coordinating compliance with complex administrative, technical, and regulatory requirements. The position requires excellent telephone and interpersonal skills.  The person in this position maintains a highly visible role in greeting clients and the general public and handles a variety of clerical duties in support of agency Administrative and Clinical staff, requiring the making of responsible decisions in accordance with established policies.  This position is responsible for ordering kitchen, office and facility supplies for the agency. Responsiveness, attention to detail and ability to handle purchasing responsibilities are key components of these responsibilities.

Considerable judgment and appropriate actions in dealing with staff and clients, the general public and vendors is required.  Must be able to work independently and maintain a high level of confidentiality.

This position is classified non-exempt under the provisions of the Fair Labor Standards Act.

Major Essential Functions:

Job duties will evolve and may change based on agency demands.

Provides excellent customer service to clients, staff, and visitors, both internal and

external; and front desk coverage and support; displays a positive attitude and

projects a welcoming, professional image;

Performs receptionist duties – greeting clients, general public and telephone callers,          directing them to proper person or area, and generally managing front desk traffic

flow;

Provides switchboard coverage/backup;

Checks in clients, verifies/updates client information, collects payments/fees, distributes

forms;

Performs, coordinates, and maintains scheduling in electronic health record for CSB

Clinical staff;

Orders supplies for agency personnel, including kitchen, office and facility supplies.

Tracks and responds to agency Supply email box in a timely manner, and escalates requests as necessary.

Provides clerical support for administrative staff;

Performs data entry functions;

Assists with daily appointment reminder calls, collect call/follow-up data; Assists in a wide range of general duties, e.g. copying, mail processing, etc.;

Maintains effective relationships with co-workers and clients based on courtesy,    compassion and respect;

Makes effective use of available technology, including computers, e-mail, and voicemail in order to enhance customer service;

Performs other duties and special projects as assigned, consistent with established             policies and procedures.

If possible, performs all of the above duties with Spanish-language abilities.

Required Knowledge, Skills, and Abilities:

Exceptional customer service skills; ability to operate multiline telephone system; excellent keyboarding and data entry skills with high degree of accuracy; proficiency in working with an electronic health record, including appointment scheduling; demonstrated ability to communicate effectively with customers, both in person and on the telephone, and interact positively with staff, clients, and general public; thorough knowledge of office procedures and equipment, business arithmetic and English; ability to understand and follow complex oral and written instructions; excellent communication and interpersonal skills; ability to work as a team member, within the department and within the agency; ability to use good judgment, exercise tact, and be courteous under sometimes difficult conditions; dependability; flexibility;  attention to detail and pro-active identification of potential risk; good organizational skills; ability to handle multiple priorities; ability to work independently; ability to make decisions and initiate action based on established policies and procedures; ability to maintain confidentiality; knowledge of confidentiality standards and laws; ability to seek and use supervision appropriately.  General knowledge of the behavioral health field and professional terminology is desired. Ability to communicate verbally and in writing in Spanish language is strongly preferred.

Additional Requirement:

Mandt training

Minimum Education and Experience:

Completion of high school, preferably supplemented by college or business school courses; plus two years of progressively responsible  experience in administrative/clerical support work, including multi-line phone systems; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.  Spanish fluency is strongly encouraged.

Other Information:

Equipment:  Multi-line telephone system, PC, designated software, calculator,     copy machine, fax machine, printer, postage meter, and document scanner.

Work Environment: General office environment with normal lighting levels,      temperature ranges, air quality, ventilation, and noise levels.

Work Location:  1241 North Main Street.

           Work Hazards:  Standard hazard associated with repetitive motion necessary for data entry/keyboarding; standard hazard associated with human services environment.

           Work Schedule:  Monday through Friday, regular office hours; occasional evening hours as scheduled; additional hours as needed to perform job requirements. Regular attendance is required.

Starting Salary:$39,336  annually

Actual starting salary will be commensurate with the selected candidates’ education,  experience, and qualifications.

General Statement of Duties:

Prepares and maintains financial records to track the organizations assets, liabilities, revenue, and expenditure activities. Performs accounting duties in accordance with policies and procedures that include entering, posting, reconciling, and reporting functions. Position plays a key role in the financial close.  The position requires exceptional attention to detail, strong spreadsheet and financial software skills, the capacity for handling a high volume workflow that may involve competing demands, and the ability to adapt to new work procedures as well as maintaining confidentiality.  Collects, processes, and produces CSB payroll. The incumbent plans his/her own work to ensure date driven deliverables are met. This position closely coordinates work assignments and responsibilities with the Accounting Manager and is supervised by the Accounting Manager.  The position also works closely with the Human Resources Department.

This position is classified non-exempt under the provision of the Fair Labor Standards Act.

Distinguishing Features of Work:

The primary goals are to ensure the timely and accurate processing of data related to CSB payroll, accounts payable invoices, and weekly deposits. This position works with a wide range of CSB staff. This position is responsible for handling and coordinating highly confidential information on behalf of the CSB, its employees, and consumers. All requisite personnel-related reporting must be independently completed in full compliance with federal and state laws and regulations.

Major Essential Functions:

• Processes and produces accurate bi-weekly payrolls, including direct deposits file.
• Prepare all state and federal payroll tax deposits for each payroll period.
• Reviews and approves monthly VRS Snapshot payment, reconciles related payroll records, and submits for approval.
• Prepares and reconciles monthly and semi-monthly VOYA payments and submits for approval
• Prepares quarterly Form 941s, reconciles the related payroll reports, and provides them to the Accounting Manager and/or CFO for review and submission.
• Prepares quarterly VA state tax and VEC Unemployment reports and reconciles related payroll records and submits for review.
• Generates IRS W-2 forms and reconciles related reports and information for each tax year.
• Provides orientation/training to new service provider staff on timesheet completion and other payroll related policies.

• Monitors and maintains payroll email inbox and appropriately responds to requests and questions in a timely and professional manner.
• Prepare all reports for the annual Worker’s Compensation Audit and assist the Accounting Manager and/or CFO with completion of the audit.
• Provides payroll records as requested during the annual financial statement audit.
• Maintains payroll reports and employee records in a manner that is easy to understand and locate in the event of questions.
• Maintains a payroll manual, ensuring appropriate documentation is current, complete, tested, and can support continuity of payroll operations during emergencies or other special situations.
• Coordinates, in conjunction with the Accounting Manager, the implementation of payroll-related upgrades or patches to the accounting system.
• Maintains confidentiality of financial and payroll data within the agency, especially within the finance team.

Secondary Essential Functions:

• Serves as the agency representative to all vendors.
• Serves as resource/consultant to other Board staff regarding accounts payable policies and procedures.
• New vendor set up: Determines which vendors are 1099, obtains W9’s, and runs sanctions.
• Manages and tracks purchase orders throughout the various CSB locations
• Matches and processes invoices against purchase orders, checks for completed documentation and duly authorized charges.
• Maintains and monitors standing authorization for purchases and/or payments, including rent assistance, utilities, etc.
• Completes credit applications
• Prepares sales tax exemption (ST-12) forms.
• Distributes/mails/sends files for accounts payables payments in a timely manner.
• Maintains a working knowledge of Agency organizations and expense chart of accounts.
• Reviews and reconcile all credit card statements including vendor specific and purchasing card accounts.
• Processes client and third party payer refunds as requested by billing/reimbursement staff.
• Maintains the filing of invoices, purchase orders, and other accounts payable records in an organized and user-friendly manner.
• Prepares annual IRS forms, to include 1099 and 1096. Ensure all are mailed timely.
• Performs fiscal year-end activities, including but not limited to closing PO’s, preparing year end audit schedules and providing supporting documentation.

 Other Essential Functions:

• Assists the Accounting Manager/CFO in other Finance related activities, including but not limited to: bank reconciliations, account reconciliations, journal entries, month-end close, audit requests, third party billing.
• Is responsible for other duties as assigned, consistent with established Board policy and procedures.
• Perform special projects as time available.
• Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
• Make effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service.

Required Knowledge, Skills and Abilities:

• Excellent knowledge of administrative procedures related to payroll, accounts payable, deposits, and accounting principles.
• Excellent verbal and written communication skills.
• Exceptional organizational and business management skills, with the ability to meet date-certain deadlines and manage routines with minimal supervision.
• Liaison abilities, including excellent flexibility and knowledge of various administrative systems.
• Ability to engage in appropriate independent actions and take appropriate initiative per agency policies, federal/state personnel law, and related regulations.
• Training and technical assistance skills.
• Knowledge of and ability to comply with strict confidentiality standards.
• Ability to balance competing principles in data management.
• Knowledge of general financial accounting and cost accounting.
• Understanding of and the ability to adhere to generally accepted accounting principles (GAAP) and GASB reporting standards.
• Proficiency in Microsoft Office Suite or similar software required. Knowledge of ERP software – preferred but not required.

• Works independently but coordinate responsibilities and assignments with the work of others as needed; seeks and use supervision appropriately.

Minimum Educational Experience:

Bachelor’s degree in business related field required (Accounting or Finance); at least two years of related experience required OR any equivalent combination of experience or training which provides required knowledge, skills, and abilities.

 Other Information:

Equipment: PC and designated software, adding machine/calculator, copy machine, fax machine, printer, document scanner, and telephone system.

Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.

 Work Location: 1253 North Main Street Campus, Harrisonburg, VA

 Work Hazards: Some hazard associated with repetitive motion necessary for data entry/typing; standard hazards associated with human services environment.

Work Schedule: Monday – Friday between 8am – 5pm; additional hours as needed to perform job requirements.  Regular attendance is required.  This position is required to take at least five consecutive days of leave each year.

Starting Salary:$43,000  annually

Actual starting salary will be commensurate with the selected candidates’ education,  experience, and qualifications.