Client Funds Specialist

Description

Job Title:      Client Funds Specialist

Department: Finance

Reports To:   Assistant Controller

Flsa Status:  Exempt

General Purpose of the Job:  Under the supervision of the Assistant Controller, the Client Funds Specialist is designated to act in the capacity of the Representative Payee with the Social Security Administration (SSA) on behalf of clients served by NCIA and is responsible for maintaining and processing the receipt of and spending of each client’s personal funds in the Resident Funds Management System (RFMS).

Essential Duties and Responsibilities:

1. Serves as the Representative Payee with the Social Security Administration (SSA) on behalf of NCIA.
2. Prepares and submit applications to the SSA to become the Rep Payee for a client.
3. Notifies the SSA of the death of a client for whom NCIA serves as the Rep Payee and returns unspent funds upon reconciliation of the client’s account.
4. Upon the discharge of a client from services for whom NCIA serves as the Rep Payee, returns unspent funds to the SSA upon reconciliation of the client’s account.
5. Gathers documentation and responds to SSA Client Representative audit requests.
6. Gathers documentation and responds to HUD audit requests and annual reports.
7. Maintains the Resident Funds Management System (RFMS) to account for client funds.
8. Completes annual financial reporting and recertifications received from the Social Security Administration for all clients whom NCIA serves as their Representative Payee.
9. Completes eligibility redeterminations for clients as received from the Waiver Division.
10. Prepares schedules for Rep Payee clients for room and board and cost of care charges as appropriate.
11. Prepares invoices/schedules for Rep Payee clients for personal expenses, pharmacy charges, and cable services and process payment from RFMS account to be paid to NCIA.
12. Processes reimbursement to NCIA from individual RFMS accounts for room and board, cost of care, personal expenses, medical and pharmacy expenses, and cable services.
13. Prepares invoices/schedules and processes payment for monthly Rep Payee fees.
14. Invoices Non-Rep Payee clients monthly for room and board and cost of care as appropriate.
15. Invoices Non-Rep Payee clients monthly for reimbursement to NCIA for personal expenses, pharmacy charges, and cable services.

1. In cooperation with the Accounts Payable Manager, processes invoices for clients’ personal spending for charges made on agency credit cards that are billable to their personal client account.
2. Reports earned wages to the Social Security Administration each month for individuals working for NCIA.
3. Prepares quarterly invoices for the Developmental Disability Administration (DDA) requesting reimbursement for room and board and cost of care fees not being paid by clients.
4. Routinely communicates with staff regarding the appropriate use and availability of client funds.
5. Weekly prepares a report of available client fund balances and share information with program staff.
6. Communicates with vendors regarding client invoices and outstanding statements.
7. Manages and funds prepaid cards for client spending.
8. Processes requests for funds for client spending.
9. Processes requests for funds from Program Staff for client activities including Community Living and Day Habilitation services.
10. Maintains accounting for all burial plans for individual clients.
11. Reviews receipts for use of client funds and report concerns to the supervisor, compliance department, and senior program staff.
12. Maintains a list of outstanding receipts and routinely follows up with program staff to secure copies.
13. Communicates with payroll when an employee is required to repay funds for a client due to missing receipts.
14. Enrolls eligible clients in MD ABLE accounts, transfer client funds from the RFMS account to the ABLE account as appropriate, and process request for account withdrawals from a client’s ABLE account.
15. Processes applications and related paperwork for Irrevocable Trust accounts and burial insurance policies.
16. Communicates with a supervisor when a client’s Representative Payee is not reimbursing NCIA for invoiced client-related charges indicating if a recommendation is being made to report these concerns to the Social Security Administration.
17. Maintains client files including Social Security Award letters, recertification reports, receipts for personal expenses, burial plans.
18. Each monthly reviews the client’s available funds, open invoices, and outstanding balances and processes monthly payments as funds are available.
19. Provides information and/or participate in the client’s annual personal care plan meetings related to the client’s personal financial status.
20. Reviews monthly bank account statements, prepare reversal of uncashed/voided checks and expenses, return funds to clients in RFMS as appropriate, and notify the supervisor of any remaining outstanding items.

Other Duties:

• Reports to supervisor regarding daily activities and issues.
• Maintains current written standard operating procedures (SOPs) for client fund accounting.

• Prepares work papers and gathers documentation for the annual financial audit and for reviews of client funds performed by the Social Security Administration.

Supervisory Responsibilities:  None

Qualifications

Education and/or Experience:

• Associate’s or bachelor’s degree in accounting or business preferred.

Qualifications:

• Knowledge of regulations and experience serving in the capacity of a Representative Payee on behalf of the Social Security Administration for more than 50 clients.
• Experience with Resident Funds Management System (RFMS).
• Requires Microsoft Office skills including Word, Excel, Teams, and OneDrive.
• Requires the ability to learn and utilize computer systems and software to perform position functions.
• Excellent verbal and written communication skills.
• Good understanding of common fiscal procedures.
• Excellent time-management and organization skills with the ability to meet deadlines.
• Detail-oriented with demonstrated ability to follow up on outstanding items.