Representative Payee and Financial Services… at Pillar Care… · East…

Representative Payee and Financial Services Specialist

ABOUT PILLAR CARE CONTINUUM

Pillar Care Continuum (PCC) is dedicated to enhancing the lives of people with disabilities and other special needs by supporting personal growth, independence and participation in the community. Founded in 1953 to meet the needs of children with cerebral palsy and their families, Pillar Care has steadily grown and now delivers life-affirming services to infants, children, adults and their families throughout northern New Jersey through 27 program locations. Pillar Care provides specialized programs to meet a wide range of educational, therapeutic, and social needs of people with various disabilities. The agency serves over 1,650 families each year and employs 700 full- and part-time employees.

ABOUT THE OPPORTUNITY

The Representative Payee and Financial Services Specialist is responsible for managing Representative Payee financial activities, SNAP benefit applications and accounts, individual financial management, and various invoices. This position ensures that individual funds are managed appropriately, financial transactions are processed accurately, required reports are completed timely, and records are maintained in accordance with applicable government requirements and organizational procedures.

The position requires strong organizational skills, attention to detail, sound judgment, effective communication, and the ability to manage multiple responsibilities and deadlines. The individual must be comfortable working with Finance leadership, banking institutions, government agencies, and internal departments to resolve financial matters and maintain compliance.

Key Responsibilities

• Manage day-to-day financial activities for individuals for whom the organization serves as Representative Payee, including coordinating with banking institutions, monitoring account activity, maintaining accurate records, and ensuring individual funds are appropriately managed to protect financial well-being and benefit eligibility.
• Complete and submit Representative Payee applications, annual reports, and other required documentation to the Social Security Administration (SSA) and other relevant agencies, ensuring timely submission and follow-up.
• Communicate with the SSA and other government agencies regarding individual accounts, expenditures, benefits, and related matters, including phone communications and in-person visits as necessary.
• Reconcile the main Representative Payee bank account, investigate discrepancies, and collaborate with Finance leadership to resolve complex account matters and ensure compliance with applicable requirements.
• Coordinate individual financial management activities, including establishing and maintaining NJ ABLE and Choices Burial accounts, managing related transactions, and maintaining accurate financial records.
• Complete and submit SNAP benefit applications and annual Individual Medicaid renewal applications, coordinating with families, support coordinators, and other relevant parties to obtain required documentation, monitor pending applications, address requests for additional information, and support continued benefit eligibility.
• Monitor Medicaid renewals, recertifications, and other benefit-related deadlines to help prevent interruptions in coverage or benefits.
• Process invoices for agency individuals, prepare check requests, and prepare journal entries for review and approval by the Staff Accountant in accordance with established procedures.
• Maintain accurate and organized financial records to support reconciliations, reporting, audits, and internal reviews; identify and communicate discrepancies, outstanding items, and potential financial concerns to the appropriate Finance leadership.
• Follow established financial procedures and internal controls, maintain the confidentiality of sensitive individual financial and personal information, and ensure assigned responsibilities are completed accurately and within required deadlines.
• Perform other duties and assume additional responsibilities as assigned or deemed necessary by management to support departmental operations and organizational needs. Responsibilities may be modified, expanded, or reassigned as business needs evolve.

Communication and Collaboration

• Work effectively with leadership, colleagues, bank representatives, government agencies, and internal departments.
• Communicate with applicable government agencies and internal staff to resolve questions and address issues timely.
• Follow up on outstanding requests, missing documentation, and unresolved account issues.
• Escalate concerns that may affect an individual’s income, benefits, financial stability, or eligibility.
• Maintain the confidentiality and security of sensitive financial and personal information.

Key Performance Expectations

Success in this position requires consistent attention to deadlines, accurate financial processing, dependable follow-through, and the ability to anticipate and address potential issues before they become urgent.

Key expectations include:

• Timely completion of required reports, applications, renewals, deposits, payments, reconciliations, and financial transactions.
• Accurate maintenance of individual accounts and supporting documentation.
• Prompt identification and resolution of discrepancies and outstanding items.
• Compliance with applicable government requirements and organizational procedures.
• Effective communication with leadership and external agencies.
• Proactive monitoring of deadlines and financial matters that could affect individuals’ income, benefits, or eligibility.
• Consistent maintenance of organized records that support financial accountability, reporting, and audits.

Critical Requirement: This position carries direct responsibility for financial activities and resident benefit-related deadlines that may affect individuals’ access to income, benefits, and continued eligibility for assistance. Strong time management, accuracy, accountability, confidentiality, and consistent follow-through are essential to success in this role.

Qualifications/Skills Required

• High school diploma or equivalent required.
• In addition, candidates must meet one of the following qualifications:

o An accounting certificate or associate degree in accounting, finance, business administration, or a related field, plus at least 3 years of relevant experience; OR

o At least 5 years of experience in bookkeeping, financial administration, account management, or a similar role.

• Experience maintaining financial records, reconciling accounts, and preparing financial documentation.
• Proficiency in Microsoft Excel and other standard office applications.
• Strong organizational skills, attention to detail, time management, and the ability to manage multiple deadlines independently.
• Excellent written and verbal communication skills, including the ability to communicate professionally with families, support coordinators, banks, and government agencies.
• Ability to maintain confidential financial and personal information.
• Ability to complete required applications, monitor pending submissions, and follow up to resolve outstanding issues.

Preferred qualifications

• Experience with Social Security Representative Payee responsibilities or other fiduciary financial management.
• Familiarity with Medicaid renewals, SNAP applications, and government benefit eligibility requirements.
• Experience managing individual accounts.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet strict deadlines.
• Exceptional attention to detail and accuracy when handling financial transactions and maintaining records.
• Strong recordkeeping and documentation skills.
• Ability to prepare journal entries, check requests, and other financial documentation accurately.
• Strong verbal and written communication skills.
• Professionalism and confidence when communicating with others.
• Ability to work independently, exercise sound judgment, and recognize when issues require escalation.
• Ability to maintain confidentiality when handling sensitive financial and personal information.
• Proficiency in Microsoft Office, particularly Excel and Outlook, and the ability to learn and use financial and account-management systems.
• Ability to travel to local Social Security Administration offices as required.

Compensation:

Salary: $21.00 to $25.00 Hourly

Benefits:

This job description is a brief listing of the functions and requirements of the position named above. It is not intended to serve as a contract for employment nor to list in specific detail every aspect of the job nor to limit the performance of those duties. Other tasks may be assigned as deemed necessary by agency administration.

Every Pillar Care employee is responsible for the implementation of the Exposure Control Plan (ECP). As specified in our exposure control plan this position is classified as: Category 2

Category 2

Employees who perform tasks that involve no exposure to blood ·or body fluids but may perform unplanned procedures usually performed by

Category I employees.