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Accounting Technician III - Cashier and Disbursement ClerkPrintApplyAccounting Technician III - Cashier and Disbursement ClerkSalary$3,730.00 MonthlyLocationPueblo, COJob TypeFull TimeDepartmentColorado Department of Human ServicesJob NumberIHA 03643 08/13/2019Closing8/28/2019 11:59 PM Mountain
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Department InformationDivision of Financial Services – Southern District AccountingAbout UsThe Southern District Accounting unit within CDHS Accounting exists to support the Human Services system by managing departmental financial operations and resources, to accomplish effectively and efficiently the fiscal and accounting functions related to the diverse programs within the Department of Human Services, to provide fiscal support related to sources and uses of funds to program and budget management, and to provide timely and accurate financial data and reports in compliance with Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB) statements, Federal regulations, and State fiscal rules and accounting controls.This work unit (Banking, Patients' Accounts-Regional Centers, and Early Intervention Services Trust) manages the Patients' Accounts billing for both Wheat Ridge Regional Center (WRRC) and Pueblo Regional Center (PRC), the patient banking functions for the three Regional Centers and two Mental Health Institutes, and oversees the program management of the Early Intervention Services Trust (EIST) established in accordance with House Bill 08-1366. The Colorado Revised Statutes and Department of Human Services Rules and Regulations establish requirements for patient/resident services and related fiduciary and trustee funds.The purpose of this unit is to 1) maximize allowable revenue in accordance with the Colorado Revised Statutes and Long Bill requirements, from all sources of income, 2) determine, adjust, bill, and collect net revenue, and calculate client Ability to Pay (ATP) for WRRC and PRC residents, 3) serve as trustee for patient/resident funds, 4) assure that residents access all eligible benefits in a timely manner, 5) ensure that the legislatively driven requirements and accounting rules/regulations for the Early Intervention Services Trust are adhered to, and 6) develop and produce financial reports that accurately assess the status of all revenue requirements for agencies within the Southern Accounting District's area of responsibility.The Banking unit is open daily to serve patients, residents, and staff of the Colorado Mental Health Institute of Pueblo (CMHIP) and Pueblo Regional Center (PRC) for patient/resident related activities, and is responsible for accurate accounting of all fiduciary funds for the individuals at the Colorado Mental Health Institutes at Pueblo and Fort Logan (CMHIP and CMHIFL) and the Pueblo and Wheat Ridge Regional Centers (PRC and WRRC).This unit is responsible for accurate depositing and posting of Care and Maintenance payments for the Colorado Mental Health Institute at Pueblo (CMHIP) and the Colorado Mental Health Institute at Fort Logan (CMHIFL); preparing and auditing all other daily deposits prior to sending them to their respective banks for deposit; and creating necessary CR (cash receipt) documents in CORE, using appropriate accounting codes. The unit audits and approves transactions made by staff for resident personal purchases for Pueblo Regional Center (PRC) and Wheat Ridge Regional Center (WRRC), and works with staff at PRC and WRRC to provide notification of residents approaching the Medicaid asset limit to ensure spend downs are completed if needed.This work unit provides services to all people on campus, of all ages and backgrounds, including the mentally ill and developmentally disabled. All individuals will be treated with respect and dignity.In addition to a great location and rewarding, meaningful work, we offer:
Distinctive career advancement opportunities throughout the state system
Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans
Medical and Dental Health Plans
Paid life insurance
Short and Long-Term Disability coverage
Vacation and Sick Leave
10 Paid Holidays per year
State of Colorado's Work-Life Employee discount Program offers a variety of discounts on services and products to State employees
Description of JobDESCRIPTION OF JOB:This position exists to:
Disburse cash to CMHIP (Colorado Mental Health Institute at Pueblo) and PRC (Pueblo Regional Center) patients/clients and/or staff presenting withdrawal requests at the teller window.
Balance and replenish cash drawer on days when the patient teller window is open.
Process and verify receipts for cash disbursements for Patients' Accounts.
Post daily deposits to the patient/client personal accounts using the Avatar banking system, including funds brought in for new admissions through the Public Safety department.
Assist patients or staff, either in person or by phone, with questions or requests related to account transactions (deposits, withdrawals, account balances, etc.).
Provide administrative support to the banking unit, for CMHIP (Colorado Mental Health Institute at Pueblo), CMHIFL (Colorado Mental Health Institute at Fort Logan), PRC (Pueblo Regional Center), GJRC (Grand Junction Regional Center) and WRRC (Wheat Ridge Regional Center), as needed, such as filing, assisting with purchase cards, updating spreadsheets, and other duties as assigned.
Post deposits, either manual or direct, for CMHIP (Colorado Mental Health Institute at Pueblo), PRC (Pueblo Regional Center), GJRC (Grand Junction Regional Center) and WRRC (Wheat Ridge Regional Center), for Social Security (SSA/SSI) benefits, OAP benefits (Old Age Pension), Veterans Administration benefits (VA), etc. to the appropriate patient accounts using the Avatar banking system.
Post Incentive Therapy payroll into Avatar for the Colorado Mental Health Institute at Pueblo (CMHIP), Pueblo Regional Center (PRC), and Wheat Ridge Regional Center (WRRC) either biweekly or monthly dependent on pay schedule.
Review all funds on hold for Colorado Mental Health Institute at Pueblo (CMHIP) and Pueblo Regional Center (PRC) and release as appropriate.
Provide account balances report to staff at Pueblo Regional Center (PRC) on an as needed basis to assist with the spend-down process.
Provide backup coverage for the Patients' Accounts Disbursement Technician when needed.
Process and code receipts for all incoming cash and checks for General Accounting, to include providing sales tax worksheet, when necessary.
Process and verify deposits for General Accounting bank deposit.
Issue and approve purchase card transactions, as requested, for Pueblo Regional Center (PRC). Process payments for purchase card transactions and follow up on any outstanding or expired purchase card approvals.
This position must be proficient in 10 key operation, keyboarding, Excel spreadsheets, Word documents, and cash handling procedures.
This position must have good communication skills and the ability to work with potentially difficult and verbally abusive individuals, who may have criminal backgrounds and mental illness and/or developmental disabilities.
Customer service is a vital part of the success of Southern District Accounting. Accounting employees shall portray a positive image of CDHS, the Office of the Chief Financial Officer, the Division of Finance, the Southern District Accounting office, and their individual work group. Employee and team morale is vital to the success of this work group, CDHS, Office of the Chief Financial Officer, and Southern District Accounting. As such, employees shall demonstrate a commitment to team goals and objectives, and interact effectively in a positive and professional manner with team members and co-workers in the Southern and Central Accounting groups, program staff, and other external customers, to maximize productivity while maintaining smooth working relations. Employees shall value diversity in the work environment and demonstrate the same; contribute to maintaining the level of morale and motivation; and provide professional, prompt, and friendly service to all internal and external customers, colleagues, etc.
Major duties and responsibilities include, but are not limited to:
Disburses cash to CMHIP and PRC patients and/or staff who present withdrawal slips at the teller window.
Verifies withdrawal slips for correct patient signatures, authorized staff approvals, and whether the patient has funds available.
On the days the teller window is open for patient business, balances and replenishes cash, which includes but isn't limited to: counting the cash on hand, withdrawals in transit to the bank, outstanding cash disbursements, and the postage stamp inventory.
Reconciles cash disbursements used for outings/fundraisers/special events and submits to General Accounting for cash reimbursement.
Reconciles special $200 change fund after being checked out for fundraiser use.
Prepares daily deposits for checks/cash received on behalf of patients for CMHIP, PRC, and WRRC and submits to banking supervisor for review.
Processes and codes receipts for all incoming cash and checks for General Accounting, to include providing sales tax worksheet, when necessary.
Processes and verifies deposits for General Accounting bank deposit.
Reviews all funds on hold for CMHIP and PRC and releases as appropriate.
Posts deposits for CMHIP, PRC, GJRC, and WRRC, including manual deposits, direct deposits and incentive/work therapy payroll, to the appropriate patient accounts using the Avatar banking systems.
Answers phone requests from patients regarding their individual account balances.
Assists other Patients' Accounts staff with questions regarding deposits and account balances.
Assists facility staff with questions or requests related to patients' accounts and policies and procedures of the Patients' Accounts Department.
Assists staff with requests, questions, or issues related to General Accounting policies for special funds and activities.
In accordance with Banking guidelines, and at the request of PRC staff, approves purchase card requests for patient/resident purchases.
Upon receiving purchase card vendor receipt, verifies receipt information has been matched to the outstanding purchase card request/approval, and processes payment to General Accounting.
Maintains tracking of all purchase card requests for PRC and follows up on any that are outstanding or have expired.
Enters daily discharges for CMHIP and CMHIFL into Avatar in accordance with daily reports received from Medical Records.
Provides account balances report to staff at PRC as needed to assist with spend-down process.
File cash journals, check copies, insurance payments, Medicare and Medicaid payments, and CRs for the banking supervisor.
May need to travel to the local bank for deposits and/or change orders, or to the post office for postage stamp replenishment.
Is available to assist banking staff with any other duties as assigned.
Other Duties as assigned.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsMINIMUM QUALIFICATIONS, SUBSTITUTIONS, CONDITIONS OF EMPLOYMENT & APPEAL RIGHTS:Minimum Qualifications: Three years of experience in an occupational field related to the work assigned (Cashier/Teller) to the position.Substitutions: Appropriate education (business and accounting coursework and electives) will substitute for the required experience on a year-for-year basis.Applicants using education as a substitution MUST supply unofficial transcripts before the application deadline to the Human Resources office; applications requesting this substitution without transcripts will NOT be considered.Stronger candidates will be those that demonstrate depth and breadth of skill and ability through a combination of work experience and formal training, to successfully perform the duties and responsibilities of this position.Preferred Qualifications: The exceptional applicant will be an experienced accounting technician and will possess the proven ability or accomplishment of the following:
Cashier experience
Experience with cash handling best practices, reconciliations, and internal controls
Experience with Avatar or other resident banking system
Experience working with individuals who are developmentally disabled and/or have mental illness
Familiarity with Medicare/Medicaid rules and regulations
Familiarity with Social Security Administration rules and regulations
Familiarity with State of Colorado Fiscal Rules regarding cash and banking
Experience in acting as Fiduciary for patients and/or clients
Ability to discuss financial issues with patients, clients, and/or their families
Ability to effectively communicate in both written and oral format with individuals at all levels of an organization
Highly Desirable Work Values:
Strong sense of professionalism, including a strong work ethic and reliability
Dependability and responsibility
Possessing a positive attitude
Adaptability
Honesty and integrity
Ability to work with confidential information, and maintain confidentiality
Highly Desirable Skills and Competencies:
Ability to work with confidential information, and maintain confidentiality
Strong business and technical writing skills
Excellent math and analytical skills
Strong sense of professionalism, including a strong work ethic and reliability
Positive, friendly, cooperative demeanor; demonstrated proficiency working collaboratively with internal teams, technical professionals, and outside agencies
Ability to manage and resolve conflicts, confrontations, and disagreements in a positive and constructive manner.
Ability to work independently
Ability to work as a member of a team, including communicating with peers and other professionals within and outside of the agency to ensure timely completion of work projects
Ability to maintain composure and deal calmly in a fast-paced environment with multiple demands on time
Ability to adapt behavior and work methods in response to new information, changing conditions, or unexpected obstacles
Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons. Felony convictions, conviction of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges. Additionally, you will be required take a drug screen.
The successful candidate in this position will also possess and maintain a valid Colorado driver's license and be able to independently travel throughout the state using personal transportation or a state vehicle
Must meet vaccination and documentation requirements per CMHIP Infection Control Department
A Tuberculosis Test (TB), and other required immunizations will be required upon hire
The position is located on the grounds of the Colorado Mental Health Institute at Pueblo; employees in this work unit may be in contact with patients of the Institute or residents of the Pueblo Regional Center, who may be of all ages and backgrounds, and mentally ill and/or developmentally disabled. All customers will be treated with respect and dignity.
Note: This position works with confidential information, and is expected to maintain confidentiality at all times.APPEAL RIGHTS: If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact by phone 1-800-929-0791 or email cdhsbenefits@state.co.us at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt upload (attach) it.Supplemental InformationPlease note that ONLY your State of Colorado job application will be reviewed during the initial screening; if you submit a resume and cover letter, they will be reviewed in later stages of the selection process. Therefore, it is paramount that you clearly describe all of your relevant experience on the application itself. Applications left blank or marked "SEE RESUME" will not be considered.Your application will be reviewed against the minimum qualifications for the position. If your application demonstrates that you meet the minimum qualifications, you will be invited to the comparative analysis process, which is described below.Note: Current and former employees (transfers, voluntary demotions and reinstatements) are required to apply and participate in the comparative analysis process. Former employees of the Colorado Department of Human Services (CDHS) who were disciplinary terminated or resigned in lieu of termination must disclose the information on your application and may not be eligible for employment at CDHS.Comparative Analysis Process:For Recruiting questions, please contact Isaac.phelps@state.co.usThe comparative analysis process for this position may consist of a structured application review, a telephone screening, and a structured interview depending on the number of qualified applicants. Candidates who most closely meet the job requirements will move through successive stages of the process. Applicants will be notified of their status via email following each stage.Please Note: As part of the Comparative analysis process, candidates who meet the minimum qualifications will be required to take and pass on online skills assessment test. Notifications, as well as instructions will be sent via email so applicants are encouraged to continually check for emails. THE CAMPUS OF THE COLORADO MENTAL HEALTH INSTITUTE AT PUEBLO IS TOBACCO FREETHE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
