Representative Payee and Benefits Manager

Position Title Representative Payee and Benefits Manager
Department: Finance
Reports to: Chief Compliance Officer
Pay: Starting at $21.00 per hour

Job Summary
This staff in this position represents the agency as the Social Security Representative Payee for
individuals in residential services. Included in the position are responsibilities of applying for
any benefit the individual would be eligible for, paying bills,maintaining financial records,
completing reviews and reports to ensure the individuals keep their benefits.

Primary Responsibilities
Completes initial Social Security paperwork for Columbus Community Center to be the
representative payee for individuals upon their request for a payee. Completes annual reports,
phone interviews and Disability Reports as requested by Social Security Administration for all
existing payee clients.

• Submits paycheck stubs to SSA as required.
• Opens bank account for payee funds. Gathers appropriate documentation and

signatures needed by financial institution.

• Ensures that financial institutions set up the accounts correctly. Orders checks and sets

up on-line banking as appropriate.

• Acts as the individual’s agent to receive and pay bills out of their payee account via

check or on-line banking in a timely manner insuring bills arrive on time.

• Documents transaction in Therap financial record.
• Ensures Therap records are up to date.
• Coordinates with residential program manager or their designee to ensure that the

individual has home account money and money for major purchases that the individual
desires. Writes checks for home account funds.

• Develops individual budgets as requested by residential staff or as payee staff see as

needed based on spending habits of the individual.

• Reconciles the bank accounts once a month.
• Develops a written report for each individual, showing income and expenditures from

checking and prepaid card account. Obtains signatures of reviewers of the report and
individual client and ensures that the monthly report is sent to Support Coordinators
and guardians and the signed copy is scanned and attached in Therap.

• Transfers client money to pre-paid cards on a monthly basis.
• Monitors cash accounts to determine balance to make certain client overall asset level is

not too high.

• Files receipts from checking acount. Note, Residential Managers responsibe for filing

cash account receipts.

• Prepares for and participates in financial audits from outside agencies including DSPD,

Social Security Administration, CARF, and Department of Work Force Services.

• Applies for any benefit that the individual should be eligible for (food stamps, section 8

housing, Medicaid, Medicare, HEAT assistance)

• Completes recertification paperwork for any benefit the individual is receiving including

but not limited to Medicaid and Section 8 Housing

• Returns recertification packets to Housing Authority and coordinates annual inspection

by giving the appropriate residential staff member the inspection information

• Completes monthly food stamp report as requested by DWFS
• Communicates with the residential managers and directors about any eligibility issues so

each individual stays Medicaid eligible

• Pays Medicaid Spenddown
• Monitors bank accounts for requirement to stay under $2,000 and communicates with

residential managers and directors, if needed, about spending the bank account down
to under the limit.

• Respond to concerns and answer questions from stakeholders regarding financial

matters

• Submits required tax forms to the IRS including gathering information and documents,

fills out forms for each individual, submits to tax preparer, picks up completed tax
documents

• Closes bank accounts for individuals terminating services, includes facilitating return of

remaining funds as directed by Social Security guidelines. Passes the food stamp card to
new provider.

• Maintains individual’s leases by being a liaison and advocate for the individual to the

Landlord, including the Columbus owned properties.

• Therap Administrator maintaining staff titles and caseloads, assist with Therap training

including writing instructions, enter new users, and Therap Liaison for agency ideas and
issues.

Personal Qualities

• Accuracy
• Honesty
• Attention to detail
• Organization
• Self-starter
• Ability to work alone
• Collaborative
• Analytical
• Responsive
• Flexible
• Highly Ethical

Critical Skills

• Strong written and verbal communication
• Prioritize tasks well
• Proficiency with Excel and web based applications
• Familiar with government regulations

Cognitive abilities

• Oral Comprehension
• Oral Expression
• Deductive Reasoning
• Inductive Reasoning
• Memorization
• Problem Sensitivity
• Selective Attention
• Written Comprehension
• Written Expression
• Making Decisions and Problem Solving
• Organizing, Planning and Prioritizing Work

Budget Responsibility

• Creates monthly client budgets

Scope of Supervision
People supervised:

• Direct reports 0
• Indirect reports
• Part time employees
• Full time employees

Educational Requirement

• Training / Experience with bookkeeping, governmental benefits and representative

payee duties and responsibilities
Experience Requirement

• 3 to 5 years of relevant progressively more responsible experience

Or

• An equivalent combination of education and experience

Working conditions

• Indoor office working conditions = 2/3 or more
• Work related travel = Up to 1/3 of the time
• Works near moving mechanical parts = Rarely or Never
• Works around fumes or airborne particles = Rarely or Never
• Works around toxic or caustic chemicals = Rarely or Never
• Works in outdoor weather conditions = Rarely or Never
• Works where there is a risk of electrical shock = Rarely or Never
• Works in an area of vibration = Rarely or Never
• Works around explosive gasses = Rarely or Never
• Works at heights = Rarely or Never
• Works in dirty or dusty conditions = Rarely or Never
• Works in cramped spaces = Rarely or Never
• Noise levels in work area = Quiet conditions (examples: library, private office)

Specialized Equipment

• Office equipment = 2/3s or more
• Desktop computer = 2/3s or more
• Motor vehicles = Up to 1/3 of the time
• Hand and power tools = Rarely or Never
• Ladders = Rarely or Never
• Hand truck or carts = Rarely or Never
• Kitchen hand tools = Rarely or Never
• Kitchen equipment = Rarely or Never

Lifting Requirements
Required to lift up to 10 pounds