AP Administrator and Front Desk Supervisor

Prowers County Department of Human Services
Lamar, CO Full-time
Posted on May 23, 2019

Prowers County Department of Human Services is seeking an AP Administrator and Front Desk Supervisor. High School Diploma is required. Associates degree in accounting/finance, or business management preferred and/or 3-5 years of related work experience. Must be 18 or over. Must possess excellent customer service, organizational, and communication skills. Must pass background check.

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

  • Provides supervision and oversight of reception/front desk personnel and operations including approving and/or denying annual and sick leave
  • Provides coverage when necessary for reception staff
  • Supervises enforcement of the Annex Security policy
  • Evaluates building efficiency and customer experience
  • Implements and trains new procedures as required by DHS and the State
  • Reviews workload of staff supervised and distributes work accordingly in coordination with the Community Support Services Managers
  • Maintains inventory lists
  • Receives, purchases and fills requisition requests and delivers supplies to appropriate personnel
  • Prepares end of year reports for disbursements of 1099’s
  • Receipts all money received over the counter or by mail
  • Codes receipts for credit to proper program for Business Office refund information
  • Balance and prepare deposit information to be submitted to County Treasurer’s office for credit to DHS account
  • Enter all receipts in the Cash Receipt Journal and enter miscellaneous receipts in CFMS
  • Enter invoices for payment in the CYMA accounting system
  • Issue and mail all payments to vendors
  • Enter all payables in CFMS for accountant for distribution to various programs through the state settlement process
  • Prepares and sends invoices for contracted services, phone bills, etc.
  • Monitors payments received through CYMA system and works closely with accountant and Business Office Manager to ensure timely payment of accounts billed
  • Prepare Treasurer certifications and payroll certifications for approval by DHS Director and Board of Commissioners
  • Prepare cancelled warrants report for DHS Director, Accountant and Board of Commissioners
  • Responsible for preparing and billing all Non-Emergent Medicaid Transportation (NEMT) authorization requests and travel vouchers to the State and issuing payment to clients for PARS and travel reimbursement
  • Resolve and answer questions for customers regarding the NEMT payroll
  • Reconciles all billed transactions with remittance advice received.
  • Retain documents in accordance with agency policies and state guidelines
  • Monitor Trails payroll
  • Send Provider Roster and Remittance Advices and suspends payments if providers are not in compliance with requirements
  • Journals State Administrative Adjustments (SAA’s) as necessary for Trails
  • Coordinates with Adult and Family Services Manager to verify expenditures
  • Prepares monthly Collaborative Management Program, Promoting Safe and Stable Families, and Early Childhood Council expenditure and balance report
  • Enter CCCAP payroll claims and recoveries in CHATS and release payroll
  • Supervises issuance of new EBT Quest cards, replacement cards and pin changes
  • Maintain monthly inventory log of cards issued and prepares and sends monthly EBT reports to CDHS
  • Resolve and answer questions for clients and staff regarding EBT issuance
  • Assist the Director with department audit activities
  • Assists program managers in identifying/managing incentives and/or grant opportunities to enhance client services
  • Receives, records and deposits all payments for client representative payee accounts and client repayment claims in coordination with the Child and Family Services Manager
  • Participate in the state management evaluation process as requested by division managers
  • Assist division managers with financial data collection and presentation for strategic planning.
  • Attend necessary training
  • Attend necessary meetings (FOG, Accounting Conference)
  • When requested by the Director, participates in allocation committee meetings and workgroups
  • This position is responsible for performing continuous file management and maintenance. A high degree of organization and familiarity with standard filing and record keeping practices used in general accounting and DHS rules must be utilized
  • Assists in coordinating and supervising all duties related to the vehicle fleet owned by Prowers County DHS and Welcome Home
  • Posts all recoveries in CBMS
  • Reconciles monthly bank statement
  • Maintains receipts and journal reports for CFO
  • Advises Director and Business Office Manager of internal problems