Client Funds Manager chez Communities of Don Guanella and Divine Providence

ESSENTIAL JOB FUNCTIONS:

• Prepares and distributes monthly, quarterly, and annual reports on client funds (updating reports formats as necessary).
• Works with Benefit Coordinator to report any and all changes that may impact eligibility, such as changes in income, hospitalization, retirement, disability filing, lump sums received, SSI balances greater than $2,000, death of parent, death of individual served as required
• Works with Benefit Coordinator to provide any necessary information for clients needing annual re-certification (completing forms for Medical Assistance Financial Eligibility Application for Long Term Care PA600L and PA4 to ensure continuous ICF/MR funding
• Works with Benefits Coordinator to review Benefits Eligibility Notice (PA 162), so that the Benefits Coordinator can notify the County Assistance Office with any corrections needed or financial discrepancies (SSA/VA/RRR/CSF dollars), PNA allowances, Employment Wages. Client Funds Manager records updates to information in Client Funds Tracking System (for example, Quicken) and Excel reports, maintaining PA162s with SSA benefit letters.
• Calculates Cost of Care/Share to Pay figures monthly for billing (for ICF residents) and/or ensures the correct amount of Room & Board is being remitted.
• Works with Benefits Coordinator to complete Representative Payee Application for all new admissions, assigns new accounts in Quicken and establishes new program file for each resident served.
• Audits the monthly transactions of another Client Funds Manager’s residential program (different from the one they manage), looking for typos, discrepancies, missing backup or explanations – anything that could pose a problem during licensing review or external audit.
• Completes Representative Payee Reports via online portal or in hard copy via US mail.
• Works directly (or indirectly) with families (depending on the situation), staff, advocates, Supports Coordinators, federal, and local agencies, providing financial information and completing paperwork as needed to ensure continued eligibility.
• Completes bank reconciliation monthly, reviewing the bank statement for accuracy, calculating and posting interest (if applicable) to each client’s account; forwarding documents to Administrator, Director of Finance, and Controller.
• Maintains resident Personal Needs Accounts (PNA), verifying receipts and change for purchases inclusive of bank deposits of cash and checks.
• Prepares annual financial reports for audit and submits to the Director of Finance, upon request.
• Maintains and updates “Master Spreadsheet” in Excel for each client on an ongoing basis; including all assets; bank accounts, life insurance, burial account; including their demographic information such as social security number, date of birth, admission date, date of expiration, Medicate/Access numbers, base service unit numbers (BSU) state ID number, transfer dates etc.
• Updates Electronic Health Record (EHR) with any correspondence or forms completed as well as burial information. Social Security Administration amounts are also required to be updated in the EHR.
• Tracks all employment earnings for each resident. This includes balancing internal supported employment wages to the payroll register reports.  For community based/ independent employment, this includes collecting/tracking employee payment advices.  For all employment, when required, the Client Funds Manager will report earned income to County Assistance Office for each person.
• Processes all payment requests; completing appropriate paperwork, reviewing receipts and change from purchases made for accuracy, maintaining ledger/register with each transaction, ensuring that all applicable policy and procedures are followed.
• Maintain all client financial files – both paper and electronic files (bank deposits, client payroll, checkbook file, bank statement, and transaction file) file correspondence.
• Order new checks for client accounts as needed and prepare paperwork for reimbursement from organizational funds.
• Maintains burial account balance information for residents. Works with Director of Social Services to calculate and issue payments each month for clients who have installment plans and notify residents’ team when burial plan financial obligation has been satisfied.
• Prepares monthly reports for the QIDP/House Manager of each resident’s balance on their caseload, ensuring that no one is going into a negative balance, reporting to the Program Director when a client is at risk for going over the allotted resource limit to prompt a spend down. Monthly reports also include updates to burial installment plans.
• Reviews PNA reports with Managers and Assistant Managers for accuracy.
• Provides training to QIDP/Residential Coordinators/Managers and Assistant Managers as needed on client funds processes and procedures.
• Completes Estate Questionnaire following a resident’s death.

OTHER JOB FUNCTIONS:

• Adheres to the Policy and Procedures of Communities of Don Guanella and Divine Providence
• Maintains compliance with the Training requirements inclusive of all mandatory trainings;
• Works collaboratively with other departments
• Responsible for other duties as assigned

KNOWLEDGE/SKILLS/ ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed are representative of the knowledge, skills, and abilities required.

EDUCATION:

High school diploma required, Associates degree in accounting/related field preferred

TRAINING:

At least 2 years bookkeeping/accounting experience, computer knowledge;

Knowledge of accounting principles and proficient in the use of Outlook, Excel, Word and Quicken.

Ability to analyze, summarize and communicate data.

Ability to clearly and concisely communicate, both verbally and in writing (English)

Ability to carry out instructions furnished in written, oral, or diagram form.

Ability to problem solve and provide solutions when challenges arise unexpectedly.

Ability and interest in developing new skills.

 PHYSICAL DEMANDS:

The employee must regularly lift and /or move up to 10 pounds, lift and/or move up to 25 pounds occasionally.  Specific visual abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to stand; reach with hands and arms, talk and hear. The employee is frequently required to walk and sit. The employee is occasionally required to climb or balance; stoop and kneel.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate. There is minimal exposure to blood borne pathogens.