Program Administration & Entitlements Special na The Arc

Under the supervision of the Director of Community Living Services, the Program Administration & Entitlements Specialist provides high-level coordination and support for financial records, entitlements, and program operations for people supported by Community Living Services (CLS). This role requires sound judgment, discretion, and knowledge (or willingness to learn) of SSA, Medicaid, Medicare, and related regulations for Representative Payees. 

The Program Administration & Entitlements Specialist collaborates across departments and with external agencies (e.g., ABLE, Trust foundations, SSA, HOC, SNAP) to manage benefits, maintain compliance, and ensure smooth program functioning. Confidentiality and workflow management are essential, along with the ability to handle multiple tasks and interpret policy independently. 

JOB-SPECIFIC DUTIES AND RESPONSIBILITIES 

Program Administration 

• Maintain individual financial records, IDs, insurance cards, vital documents etc.; support audits and ensure proper filing.
• Organize and maintain the file/records room for easy access to documents.
• Take and distribute minutes from weekly CLS Leadership Team meetings.
• Review and manage payment of the utility bills for all site locations maintained by CLS in a timely manner. Review and reconcile the account used to remit payments.
• Oversee the submission of vouchers by CLS team members to the Finance department by reviewing, coordinating, tracking, resolving issues, discrepancies and rejections, to ensure they can be successfully processed by the Finance department.

Entitlements Activities 

• Monitor spend-down needs to preserve waiver status; manage ABLE and Trust accounts and related documentation.
• Track burial funds and assist families with funeral planning; make appropriate notifications and process individual files in the event of deaths.
• Handle applications, recertifications, and reports for benefits (SSI, SSP, Medicaid, SNAP, housing, etc.); maintain electronic records.
• Notify agencies when individuals enter/exit programs; manage Representative Payee applications and benefit communications.

Perform other related duties and participate in special projects as assigned. 

QUALIFICATIONS 

• Bachelor’s degree plus two (2) years of relevant professional experience; OR an A.A. degree plus four (4) years of relevant professional experience; OR a high school diploma or GED equivalency plus six (6) years of relevant professional experience.  30 relevant credit hours may be substituted for one year of experience.  

• Must obtain certification as a SSDI (Social Security Disability Insurance) & SSI (Supplemental Security Income) benefits specialist within 180 calendar days of employment with The Arc. 
• Strong working knowledge of Social Security disability benefits Medical Assistance and Medicare benefits, SNAP, ABLE, the DDA waivers and other governmental benefits.
• Working knowledge of MS Office: Outlook, Word, Excel, and PowerPoint.
• Ability to work collaboratively and effectively with many different internal and external contacts.
• Strong written grammar and attention to detail.
• Well organized, very flexible, and able to embrace the administrative challenges of supporting multiple people.
• Strong computer skills.
• Work independently with minimal supervision.