Resource Services Coordinator Assistant

JOB TITLE:Resource Services Coordinator Assistant

SALARY: $21.00 per hour

JOB PURPOSE

This is an upward mobility position. Under the supervision of the Resource Services Coordinator, the primary role of the Resource Services Coordinator Assistant is the reconciliation of consumer’s bank accounts and to assist with managing all financial and non-financial assets of assigned consumers for which the Arc of Southern Maryland are named representative payee. The upward mobility requirements include completing the Certified Work Incentive Coordinator (CWIC) training within one year from date of hire and completing the Housing Urban Development (HUD) compliance trainings (Certified Occupancy Specialist (COS)), (Enterprise Income Verification (EIV)), and (Management Occupancy Review Specialist (MORS)) within two years from date of hire.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ACCOUNTING FUNCTIONS

• Performs reconciliations for all consumer accounts for whom The Arc is payee.
• Performs the function consistent with all applicable requirements established by the Social Security Administration.
• Reconciles monthly all Special Needs Trust Accounts.
• Prepares and analyzes monthly consumer statements.
• Determines validity and proper authorizations of all expenditures.
• Properly classifies expenditures for reporting purposes.
• Reviews resources limits and initiated mitigation to avoid the loss of benefits.
• Reviews function related documents presented for completeness in accordance with established procedures.

ANALYSIS

• Maintains/update appropriate internal spreadsheets for consumer fees after certification process
• Research information as needed using the Internet.
• Evaluates applicable processes for effectiveness, compliance and provides his/her supervisor with appropriate solutions.
• Develops and maintains fiscal reports in support of fund use, expense and income trends and audit requirements.

BANKING

• Maintains current signature cards for assigned agency bank accounts for which The Arc is representative payee.
• Shares with RSC the responsibility for opening and closing of consumer accounts.
• Periodically verifies checking accounts for monthly deposits, check bank accounts.
• Maintain filing of consumers check books and requesting new orders.
• Report concerns and any balance discrepancies to the RSC.

PARTICIPANT BENEFITS

• Assists in assuring that people receive the full amount of every entitled benefit (e.g., completes and submits all necessary paperwork to enroll people for new benefits completes and submits all periodic paperwork required to maintain eligibility for benefits, assists people in the appeal of unjustifiable actions, which reduce or eliminate benefits). Benefits may include SSI, Medical Assistance/Health Choice, PASS, IRWE, Section 8, Food Stamps etc.
• Maintains all related financial files and records.

FINANCIAL MANAGEMENT OF CONSUMER FUNDS

• Meets with government officials, private officials, professionals, and others on matters regarding the consumer’s benefits/funds.
• Monitors and records all consumer income and expenditure. Ensures associated records are filled in accordance with established accounting practices. Periodically conducts a limited audit of purchased goods, accounting records, and associated procedures.
• Assures compliance with all requirements and regulations from DDA and other funding sources relating to consumer funds. Notifies supervisor of any suspected or actual deviation from procedures.
• Conducts periodic on-site monitoring of funds including but not limited to changes in staffing.
• Reconciles bank accounts and petty cash on an approved schedule.

Fiduciary responsibility for CONSUMER’S NON-FINANCIAL assets

• Assists with the physical inventory of consumers’ fixed assets.
• Assists with developing procedures and assures their compliance.
• Assists with annual year-end reconciliation of fixed assets.
• Identifies and reports to the RSC any irregularities found during the reconciliation.
• Assists with establishing methods for improving and strengthening the control over non-financial assets.

DATA ENTRY

• Prepares or oversees the preparation of the 1500s.
• Creates and maintains or oversees a master list for Consumers that includes but is not limited to program fees, rents, representative payee status, benefit sources, manager, recertification dates, current residence, etc.
• Shares with the RSC the responsibility for developing, implementing, and maintaining electronic client benefits and resource databases.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Accomplishes all tasks as appropriately assigned or requested.
• Prepares and maintains position manual.
• Assists with audits as required.
• Attends and passes all assigned training.
• Write memos and emails pertinent to consumer documentation.

EDUCATION AND EXPERIENCE

• AA degree in a related field preferred.
• High School Diploma with 2-3 years of business and finance work experience.

• Two years’ proficiency in Microsoft Office Suite.
• Quicken experience is a plus.

• Demonstrated knowledge of various funding sources for people receiving services (e.g., PASS, IRWE, SSA, SSI, SSDI, Medical Assistance)
• Possesses proficiency in computer-based accounting software, Microsoft Office Suite, Quicken.
• Possesses the ability to operate standard office machines.
• Possess demonstrated analytical ability and skills.
• Demonstrate excellent verbal and written communication skills.
• Demonstrate knowledge of program planning, developing and monitoring.
• Possess the ability to conduct training sessions.
• Demonstrate excellent problem solving and decision-making.
• Possess the ability to establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, County, State, Federal employees and officials, and other organizations, service providers, and consumer families.
• Use of personal vehicles to travel to various locations and a valid driving license with a good driving record.
• Must pass criminal background check mandated by the State of Maryland.

AMERICANS WITH DISABILITY SPECIFICATIONS (PHYSICAL DEMANDS)

• The physical demands described here are representative of those that an employee must meet to perform successfully the essential functions of this job. The Arc may make reasonable accommodations to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally must stand; walk; sit for long periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must operate a computer for long periods. Usual office working conditions.

WORK ENVIRONMENT

• Generally, while performing the duties of this job, the employee does not have exposure to weather conditions. However, because s/he travels to other locations such as residential homes, s/he may have exposure to inclement weather conditions while traveling.
• The noise level in the work environment is usually moderate.
• Usual office working conditions.

The Social Security Administration funds this position. If/when, The Social Security Administration decides they can no longer fund this position; The Arc of Southern Maryland will have to reevaluate this position to see if they will be able to maintain this as a full-time position on The Arc of Southern Maryland’s payroll