Fiscal Tech

Overview

The Fiscal Tech provides comprehensive financial and administrative support for the Sentara Center for Healthcare Simulation and Immersive Learning (SCHSIL), serving as the primary point of accountability for the Center's purchasing, receiving, invoicing, payroll, contract management, and purchasing card operations. The position manages procurement activities in the Virginia eVA system, performs Banner-based payroll entry for staff, TCLS, and SP personnel, processes IDT transactions, prepares and tracks client invoices, and administers PCard compliance. The Fiscal Tech operates with a high degree of process ownership and independent initiative while maintaining close accountability to the Associate Director and Executive Director on all financial transactions, approvals, and compliance matters.

Responsibilities

• Procurement & Receiving: Serve as the primary process manager for Center purchasing, ordering, and payments. Initiate and enter purchase requisitions in the Virginia electronic procurement system (eVA); maintain working knowledge of all purchases in process, system operations, and procurement status at all times. All purchases require Executive Director approval prior to commitment; this position does not have independent purchasing authority but is responsible for process initiation, monitoring, and follow-through. Physically receive all Center deliveries, verify goods against purchase orders, coordinate distribution to appropriate recipients, record receipt in local tracking systems, and file all relevant documentation. Coordinate with vendors to resolve order discrepancies and track outstanding deliveries to resolution.
• Invoicing & Accounts Receivable: Prepare and deliver invoices for SCHSIL services rendered to external clients, coordinating with the work originator or Associate Director to ensure accuracy and completeness. Interact directly with clients regarding invoice status and payment, escalating unresolved or delinquent accounts to the Associate Director as needed. Track all invoices issued, payments received, and outstanding balances. Maintain accounts receivable records in support of financial reporting and audit activities.
• Financial Records & Contract Management: Manage payments and renewals for service, support, and software contracts, maintaining a current inventory of contract terms, renewal dates, and payment schedules. Alert leadership to upcoming renewals, expirations, or compliance issues. Maintain financial records supporting audit readiness, including documentation of expenditures and transactions beyond those captured in digital financial systems. Provide administrative support to the budget process as directed by the Associate Director or Executive Director, including data compilation, tracking, and recordkeeping.
• Payroll Entry & IDT Processing: Perform Banner-based payroll data entry for SCHSIL staff, TCLS personnel, and Standardized Patient (SP) hourly employees, manually transferring time and attendance data from source systems to Banner. Process Interdepartmental Transfer (IDT) transactions as required. This process is not automated and requires careful cross-referencing, verification, and strict adherence to payroll deadlines. Coordinate with the Associate Director and senior leadership for payroll review and approval. Promptly alert leadership to discrepancies, missing data, or processing issues. Accuracy and timeliness are critical given the direct impact on employee compensation.
• PCard Administration: Manage Center purchasing card (PCard) activities and the Bank of America Works system. Monitor PCard transactions for accuracy, completeness, and timeliness; maintain documentation; and ensure compliance with institutional PCard policies. Interact directly with the Works system to process and track administrative reconciliation functions. Alert the Executive Director (budget unit director) to transactions requiring attention, missing documentation, or approaching deadlines. All PCard purchases require Executive Director approval; this position is responsible for system management, compliance monitoring, and administrative coordination.
• Travel Clerk Backup: Serve as backup to the Travel Clerk as needed during periods of absence or peak demand. Perform travel coordination, per diem administration, and related administrative tasks under the direction of the Associate Director. Cadence is irregular and activation is at the discretion of Center leadership.

Qualifications

Minimum Qualifications and Skills:

• Skill in accurate data entry, numerical recordkeeping, and financial document preparation with a high degree of precision and attention to detail.
• Ability to manage and monitor multiple concurrent financial processes including procurement, invoicing, payroll, and contract administration.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) for correspondence, record maintenance, financial tracking, and reporting.
• Ability to communicate professionally in writing and verbally with vendors, external clients, and internal leadership regarding financial, procurement, and payroll matters.
• Skill in organizing and maintaining audit-ready financial records and documentation in both physical and digital formats.
• Ability to perform manual data entry and transfer across multiple administrative and financial systems with high accuracy.
• Ability to operate procurement, payroll, financial management, or ERP software systems with appropriate training.
• Ability to work with a high degree of process ownership and independence while maintaining close accountability to senior leadership on all financial transactions.
• Skill in identifying and promptly escalating discrepancies, compliance risks, or financial irregularities.

Preferred Qualifications:

• Experience with Virginia's eVA electronic procurement system or comparable state or institutional procurement platforms.
• Experience with Banner HR and payroll systems or comparable ERP systems used in higher education or state government settings.
• Experience with Bank of America Works or comparable purchasing card administration platforms.
• Experience processing purchase requisitions, receiving goods, and managing vendor relationships in a government or academic environment.
• Experience with accounts receivable functions including invoice preparation, payment tracking, and client follow-up.
• Experience processing payroll or IDT transactions in a higher education, government, or healthcare setting.
• Experience maintaining contract tracking logs and supporting organizational audit or compliance processes.
• Associate degree or higher in business administration, accounting, finance, or a related field.

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