Assistance Claims Supervisor – Finance (FIN) - Human Services Agency (HSA) (1823) (142002)

The 1823 Assistant Claims Supervisor manages a unit of three staff and collaboratively and clearly plans, organizes, directs, and may participate in complex, sensitive, and detailed analytical work in the areas of financial reporting and associated administrative policies and business processes across a diverse array of the agency's program.

This position is the supervisor of the unit specifically responsible for the on-time submission of complete and accurate monthly and quarterly client cash aid and assistance financial reports (claims) and some statistical caseload reports to the California Department of Social Services (CDSS), as well as supervision of the Foster Care Representative Payee accounting staff.

Essential Duties and Functions

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list; may include additional duties as assigned

1. Developing, coordinating, and maintaining the systems, documentation, and reporting for all of the agency's cash aid and assistance financial reports in ways that utilize, combine and reconcile appropriate data from multiple sources including benefit determination and issuance and case management systems, contractor invoices and supporting documentation and the city's financial system

2. Complex analysis of case and transaction level details and understanding of how different types of transactions and analyses and programs interact with each other

3. Preparing financial and statistical caseload reports to our primary funder, CDSS, which includes reviewing and compiling analyzed data into various and complex financial and caseload reporting templates, packaging and submitting financial reports and supporting documentation for Controller's Office review and submission to CDSS; responding to questions from the Controller’s Office and CDSS about the submitted reports.

4. Overseeing the accounting for the agency's Foster Care Representative Payee program in partnership with the Foster Care Eligibility program. This includes but is not limited to: processing receipts, abatements, shifts between accounts, refunds, and spend down requests in the financial system and in the agency's internal database; monthly bank account, financial system, and internal database balances reconciliations; completing analysis and reports on beneficiary fund uses and account balances; and consulting with and advising Manager and internal partners on special circumstances or new policy or program developments

5. Developing, coordinating, and maintaining systems in preparation for and response to fiscal audits and reviews, including assisting in the preparation of audit schedules, relating to the above-mentioned programs by CDSS, federal agencies, and independent auditors

6. Updating and maintaining handbooks/desk guides on how to do the tasks, analyses, and other work described above

7. Interpreting and evaluating and making recommendations to department management including Budget staff regarding proposed and actual changes to program policies and financial reporting rules, templates, submission processes, and reporting outputs for impact on the department in terms of accuracy, revenues to the agency and workload for staff

8. Being responsive and able to clearly explain the financial report inputs and outputs to internal and external partners, and also entering pertinent reported amounts into internal tracking systems. This includes updating internal workbooks and tracking systems if data, policy, and/or reporting templates change over time.

10. Coordinating tasks within the unit and managing business process changes for the above-mentioned work to make the work more efficient and/or accurate, and/or to accommodate changes from external systems

11. Collaborating and maintaining open communication with internal program partners who implement the programs to promote understanding of the data in both directions and to co-plan and document business process changes that may impact the data. Also consulting with and advising Budget staff with interpretations of the impact federal, state, and local policies on department expenditures and revenues