What are the responsibilities and job description for the Payee Account Specialist position at Mount Rogers Community Services Board?
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JOB SUMMARY:
The Payee Account Specialist will perform all activities necessary to manage individuals’ financial benefits received from Social Security Administration and other revenue received for the benefit of individuals, while maintaining confidentiality. Responsible for maintaining a system to ensure each individual's disbursement needs are met in a timely manner. Provide oversight and accountability for individuals’ financial benefits and assist with budgeting support that shall include, but is not limited to, payment of rent, food, utilities, transportation, and clothing on a daily, weekly, or monthly basis as needed. Responsible for electronic record keeping of all transactions and maintaining adequate supporting documentation for all financial transactions to ensure benefits are tracked and spent appropriately. Responsible for reporting changes affecting an individual's financial benefit eligibility and preparing and submitting annual Representative Payee Accounting Reports.
ESSENTIAL FUNCTIONS:
- Work with case managers as necessary to identify each individual's day-to-day needs and receive from case managers a budget to ensure needs are prioritized based on the individual's income. Use funds to satisfy basic needs, then medical needs, and then personal needs.
- Complete paperwork with the Social Security Administration to become payee for individuals. Contact banking institutions to establish and open accounts, ensuring account is titled with Mount Rogers Community Services Board as the financial agent and requires two signatures. Work with bank to ensure statement dates are consistent with Agency guidelines. Maintain and update signature cards.
- As determined and communicated by each individual’s case manager or other responsible party, report any changes to the Social Security Administration which may affect an individual's Social Security benefit eligibility. Prepare and submit annual Representative Payee Accounting Reports (Forms SSA-623, SSA-6230 or SSA-6233) to the Social Security Administration to reflect how each individual's funds were spent. Comply with all rules and regulations outlined by the Social Security Administration as a representative payee and correspond with the Social Security Administration to resolve issues or problems.
- As determined and communicated by each individual’s case manager or other care provider, notify the Social Security Administration when an individual's condition improves to a point where services are no longer needed or when an individual dies. Return individual's funds to the Social Security Administration or the legal representative of the individual's estate for disposition under state law.
- Manage electronic record keeping of each individual’s financial transactions in the Agency's accounting system. Ensure all records are coded correctly. Maintain supporting documentation for all receipts and disbursements for the required record retention periods as specified by Agency and Social Security Administration requirements.
- Maintain an accounting of each individual's surplus funds. Coordinate with case managers to determine each individual’s use of surplus funds. Invest surplus funds in interest bearing accounts such as checking or savings accounts, US savings bonds, or other appropriate investments that are titled to clearly establish each individual's ownership.
- Maintain and confirm the accuracy of the cash balances shown in the general ledger for each payee account. Perform monthly bank reconciliations in a timely manner and ensure all appropriate review signatures are obtained.
- Assist the caseworker in completing applications for services and products and negotiate with individual's landlords and other creditors to get favorable terms.
OTHER DUTIES:
- Perform other job-related tasks as assigned by supervisor.
QUALIFICATIONS:
- Self-motivation and ability to work independently on assigned tasks with minimal supervision.
- Good organization, time management, and interpersonal skills.
- Able to prioritize multiple tasks and meet deadlines.
- Proficient in Microsoft Office Outlook, particularly email; ability to work in Microsoft Word and Excel preferred.
- Excellent communication skills, both written and verbal.
- Basic data entry and accounting skills.
- Good problem-solving and decision-making skills.
- Strong attention to detail.
- Professional attitude and reliable.
EXPERIENCE/EDUCATION REQUIRED:
Three years’ experience working in an accounting environment or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Basic understanding of the principles of finance, bookkeeping, and accounting required.
High school or general education diploma required. Associate’s degree/certification from an accredited college or university in a business-related field preferred.
