Title: Accounting Specialist

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: https://dbhds.virginia.gov/facilities/catawba/

Recruitment Type:

Job Duties

A. Reviews patient medical bills to determine responsible party and payment method. Codes Medical Invoices to correct cost center, Research’s CPT codes and enters in Revenue Billing System for generation of RVUs. Accumulates RVUs from each ancillary department for inclusion in monthly cost report.

- Reviews medical invoices to determine if patient was in care of Hospital on date of service. Verify patient insurance information and determine when insurance coverage should be utilized. Use CPT codes and other data to classify expenses on medical invoices, forward to Accounts Payable promptly for payment and keys necessary information to Revenue Billing System. Inputs AT and other ancillary CPT codes into Revenue Billing System and assists other departments in keying information as needed. Determines insurance coverage as necessary to categorize RVUs and calculate totals. Furnish the cost accountant with summary RVU statistics monthly by the 15th. Provides cashier list of daily census and weekly discharges. Provides monthly podiatry clinic list of insured and non-insured patients.

B. Performs Daily, Monthly and Quarterly Inventory Procedures

- Keys requisitions, generates listing and verifies accuracy in a timely manner. Performs inventory procedures so monthly inventory reports are completed by 3rd working day after end of month. Accurately performs periodic inventory procedures in a timely manner, which includes but is not limited to generating count sheets, keying the various inventory custodians' counts, reviewing, analyzing and resolving discrepancies. Accumulates and keys information for monthly inventory ATV batch by the last working day of the month. Provides requested reports, catalogs, and stock item information for other departments as needed.

C. Pays Medical Bills Using SPCC Card.

- Determine when SPCC Card should be utilized and corresponds with medical vendors to exchange necessary information. Prepare SPCC log by E.O.M. and reconcile with statement. The employee shall read the Agency Procurement Plan and Executive Order 20 (2014), (Advancing Equity for Small, Women and Minority Owned Businesses (SWAM)). The employee will actively support the agency SWAM Procurement goals and Executive Order 20; and where possible, promote SWAM through agency outreach events. Support the intent of the EO20 and the goals of the Agency SWAM Plan.

D. Performs Local Fund duties.

- Performs Local Fund accounting procedures, including 1099 processing in timely manner. Prepares bank reconciliation for Petty Cash, PFA and Burial Fund checking accounts within 3 business days of receiving bank statements. Reconcile monthly local fund accounts and reports.

E. Acts as departmental back up for the Accounts Payable and Accounts Receivable Specialists. Duties include the following:

1. Acquires and maintains knowledge of AP and AR functions sufficient to
process all types of transactions within acceptable time frames.
2. Processes supplier invoices, validates payments, and supports daily payables operations.
3. Handles daily AR tasks including applying miscellaneous receipts..
4. Prepares special reports to assist the Fiscal Director, other departments
and performs other duties as assigned within policies and procedures
with minimal number of errors.
5. Keeps supervisor informed of work status and pertinent events.

F. ARMICS

- Maintains ARMICS procedures/assessments as assigned. Conducts annual
testing and evaluation of internal controls by the established deadline.

Minimum Qualifications

• Knowledge of data entry, experience with reconciling numbers and reports.
• Several years of general accounting or inventory experience
• Secretarial experience helpful.

Additional Considerations

Previous experience in a secretarial support role preferred

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application Requirements: Applications and résumés for this position are accepted electronically through Page Up the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications.


Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at during business hours (8:00 a.m. to 4:30 p.m.).

Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.

Benefits: DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 14 paid holidays in 2026, annual leave, family personal leave, sick leave, employee discount programs, and more!

Contact Information

Name: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.