DIVISION: Fiscal

WORKING HOURS: 7:00 a.m. – 3:30 p.m. or8:00 a.m. to 4:30 p.m. Monday-Friday

JOB OBJECTIVES: Under the direct supervision of the Fiscal Supervisor – Children Services, determines/re-determines financial eligibility for all Children Services programs. Incumbent is also responsible for preparing and processing invoices for Children Services.

ESSENTIAL JOB FUNCTIONS:

• Determine/redetermine financial eligibility for Title IV-E foster care maintenance, Title IV-E adoption assistance, State Adoption Maintenance Subsidy (SAMS), Post Adoptive Special Service Subsidy (PASSS) program, non-recurring adoption expenses, Interstate Compact on Adoption Medical Assistance (ICAMA), Interstate compact on the Placement of Children (ICPC) and Kinship Permanency Incentive (KPI). Conduct face-to-face and phone interviews as necessary; maintain case files in hard copy and/or digital format.
• Complete the IV-E and Foster Parent Training payment reconciliation monthly to ensure that the agency is receiving proper reimbursement for expenses.
• Responsible for applying for payee status with Social Security Administration for PCJFS for children in agency custody as needed. Responsible for acquiring social security cards for children in PCJFS custody as needed. Responsible for applying for social security for children in PCJFS custody as needed.
• Facilitate meetings with PASSS panel to approve PASSS services.
• Conduct quarterly reviews to monitor and reevaluate PASSS Service level.
• Track and maintain Medicaid eligibility for all children coming into agency custody and leaving agency custody.
• Determine a Title XX count on quarterly basis.
• Cross reference IVE children against needs standards to 200% FPL to determine Title XX Eligibility.
• Complete state hearing forms and represent the agency at hearings.
• Complete all paperwork and computer work within multiple databases connected with obtaining and/or receiving all necessary verifications in assisting the applicant/recipient families.
• Process documents in accordance with guidelines to approve or deny applications, re-applications, process changes, benefit reductions, suspensions and terminations.
• Explain to families their program responsibilities and rights, refer families to other programs and/or agencies when appropriate.
• Prepare and process invoices; calculate and reconcile payments; ensure that expenditures are appropriate and coded and charged to proper funding source and processed and paid in a timely manner in accordance with the Children Services Payables Policy.
• Act as back-up to Fiscal Specialist/Fiscal Eligibility Specialist as needed.
• Prepare and maintain confidential case records.
• Draft routine correspondence concerning individuals/families, including notices, referrals, suspensions, reductions, terminations and/or denials as may be required.
• Receive and investigate complaints concerning lost, stolen or undelivered benefits.
• Adhere to applicable federal, state and local regulations governing documents processed, reviewed and/or prepared.
• Demonstrate regular and predictable attendance.
• Operate a motor vehicle as needed to perform the essential functions.

NON-ESSENTIAL JOB FUNCTIONS:

• Attend workshops, meetings and seminars.
• May assist in training new employees.
• Perform other related Essential and Non-Essential functions as needed.

I. JOB REQUIREMENTS

Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Office, GroupWise and Internet Explorer; knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Northwoods On Base, Agency’s Digital Imaging system and other systems as required by program area responsibility.

Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position.

• Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
• Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
• Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
• Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
• Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
• Planning – Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
• Technical Skills – Thorough knowledge of federal, state, county and departmental policies, procedures and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles.

Job Standards: Possession of an Associate’s degree in accounting, business or related field and a minimum of two (2) years experience in public welfare eligibility determinations; Bachelors Degree preferred. Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing County driver eligibility standards.

II. DIFFICULTY OF WORK

Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.

III. RESPONSIBILITY

Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Incumbent makes general decisions regarding work independently that is reviewed periodically by the supervisor. Errors in work are detected within the office in which they occur, possibly affecting the work of others, and requiring expenditure of time to correct and could result in a client receiving incorrect assistance. Errors could also result in non-compliance with laws or policies.

IV. PERSONAL WORK RELATIONSHIPS

Incumbent has contacts with co-workers, other County employees, representatives of external organizations and with the general public. The purpose of these contacts is to provide information, services and assistance to coordinate departmental efforts internally and with other County departments and outside entities to ensure compliance with policies, procedures, laws and regulation and to help determine clients’ eligibility for assistance.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT

Physical

Requirements:Incumbent performs sedentary work that may require lifting up to fifteen (15) pounds occasionally. Ability to operate a motor vehicle.

Physical Activity: Incumbent performs the following physical activities: talking, hearing, driving, sitting and repetitive motions.

Visual Activity: Incumbent performs work where the seeing job is close to the eyes.

Job Location: Incumbent works inside with no exposure to adverse environmental conditions.