Financial Specialist

Embassy Management - Mountlake Terrace, WA (30+ days ago)2.6


POSITION SUMMARY:
The purpose of this position is to provide financial services, including client and company accounting, some reception and some secretarial services.

ESSENTIAL DUTIES AND FUNCTIONS: Include the following & other duties may be assigned.

Operational

Maintaining Accounts

  • Manage all interactions, practice, and policies of financial services to assist supported individuals to experience the maximum opportunity to self-manage their finances.
  • Resident Account reconciliation; the goal is to have the completed by the 15th of each month; these funds need to be reconciled per client to ensure all receipts are accounted for and what the money was spent on. The interest and bank charges also require adjustments.
  • Ensure the balance for each client does not drop below $100 and does not exceed $2,000.
  • By the first business day of every month distribute rent checks. Process checks weekly for individual requests and communicate with funding source for approval of funds. As locations turn in the last months report, hand out the current months report.
  • Keep a credit card log. The credit card needs to be signed out and all receipts need to be entered into the spreadsheet and coded. This report should be sent to Embassy the first few days of the month.
  • Petty Cash Account -- All receipts for checks and deposits you make at local branch need entered into spreadsheet and coded appropriately. Receipts and statements are mailed to Embassy.
  • Accurately maintain interest-bearing accounts for all individuals who use the financial management services of the program.
  • Initiate and monitor the process of transferring funds for people entering and leaving the program to insure full benefits and change of payee-ship as assigned.
  • Obtain check request and transfer to hand or typed-written checks the dollar amount and check purpose accurately and within the needed time lines.
  • Ensure that no checks are dispersed when there are insufficient funds in the account.
  • Provide training to direct service providers during orientation on requesting resident checks on request forms and turning in receipts for all purchases.
  • Ensure that checkbooks are stored in locked area.
  • Deposit work checks and other income checks into individual's accounts within one week of receipt.
  • Report any change of circumstances in individual's finances and work activity to the Desert Regional Center (DRC) and Social Security Administration as directed.
  • Maintain communication with the DRC and Social Security Administration and other related agencies to ensure that individual financial needs are met. Complete all forms requested from their agencies (such as Payee Reports, Eligibility Reviews, and Monthly Wage Reports) as directed.
  • Obtain written denial that Medicaid will not pay for an item from the billing source for any medical services or products not covered before submitting to Embassy for payment.
  • Answer guardian's questions and provide needed information to help ensure confidence within the team.
  • Reconcile individual accounts with bank statement within one week of receipt.
  • Maintain individual accounts accurately using current tracking and management software, such as MS Excel and Quicken.
Reporting

  • Provide assistance in developing a financial management policy and recommend needed updates to the Program Manger and Embassy.
  • When an individual is entering the program, provide the guardian with release forms and consent letters for participant and guardian signatures.
  • Report separate account balances monthly to the guardians who request financial information.
  • Notify the Program Manager when an individual's account balance is expected to exceed $2,000 after monthly bills have been paid or if the balance is anticipated to fall below $100.
  • File and store receipts regularly following the DRC Policy and financial management policy requirements.
Recordkeeping

  • Maintain check request files and monthly petty cash account sheets for eaxch program site.
  • File copies of income checks and completed deposit slip or work stubs I files along with bank deposit slips.
  • File and archive canceled checks. Bank statements, checkbooks, and check registers according to financial management policy.
  • Track when special rates and Res Hab annual plans are due.
  • Maintain up to date admit and discharge records in a binder which is readily accessible in the office. Ensure all admit information is received and sent to DRC. . Apply to payee if needed. Ensure all paperwork is done at time of placements.
  • Maintain a current resident list to include name social security, DOB, etc.
  • Maintain a current guardian list; an up to date emergency contact list; and a consultant and HRC list.
Coordination

  • Maintain regular communication with supervisor.
  • Consult with each Program Supervisor to establish a schedule of services that will accommodate needed contact with participants as directed.
  • Attend management team meetings as needed to coordinate services, answer questions and provide staff training.
  • Assist with the process of completing income tax returns forms as needed or assigned.
  • Work to complete food stamp, Medicaid, and cash assistant re-evaluations.
  • Orient new management staff to financial management procedures within their first two weeks
Provide records and other information for internal participant account audits as requested.

Positive Working Environment

  • Respect and honor diversity (race, religion, marital status, age, sexual orientation, color, creed, national origin, and abilities.
  • Maintain respectful relationships which recognize client's rights as a citizen and promotes their dignity, well-being, personal choice, and self-esteem.
  • Treat all co-workers with respect and in a manner that will promote teamwork, productivity and positive working environment.
  • Work collaboratively with others to accomplish goals and/or assigned tasks.
  • Meet expected outcomes or let supervisor know of any needed direction, support or resources to ensure attainment of expected outcomes.
  • Maintains regular and consistent attendance and punctuality.
  • Participate fully, positively and productive in team meetings to assist in achieving the desired outcomes of the meeting.
  • Inform team members of important information that will assist in providing quality supports to the department.
  • Follow dress code guidelines to provide an appropriate role model and to represent quality services.
  • Act according to the guidelines of the company policies & procedures and the employee handbook. Maintain working knowledge of these documents by reviewing them at least once a year.
  • Stay calm in challenging situations, maintains positive attitude, and serves as a role model for individuals served and employees.
Growth & Development

  • Complete Basic Orientation and attend other in-service training as recommended.
  • Attend workshops or complete training that will enhance job performance.
  • Set and achieve performance and development goals as scheduled through the Performance Review and Plan (PRP) process.
Safety and Health

  • Maintains a safe working environment, follows safe work practices, and contributes to overall team safety by protecting clients from physical, verbal, or mental abuse; appropriately caring for and repairing all safety hazards; being familiar with emergency evacuation procedures and h emergency first aid procedures.
SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities.

PHYSICAL, SENSORY & ENVIRONMENTAL:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

  • Quiet to moderate noise level in work environment and often required to sit for long periods of time.
  • Required to talk, hear and the ability for close vision.
  • Often required to use hands and fingers to handle, feel or to manipulate keys on a keyboard.
  • Occasionally required to stand, walk, reach with arms and hands, climb/balance, stoop, kneel or crouch.
  • The employee must occasionally lift and/or move up to 25 pounds.
EDUCATION and/or EXPERIENCE:
  • High school diploma or GED; and; six months to one year related experience and/or training; or equivalent combination of education and experience required.
  • Associate's degree (A. A.) or equivalent from two-year College or technical school in accounting preferred
  • Six months experience with individuals with developmental disabilities is preferred.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Effective communication and interpersonal skills are needed. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be at least eighteen years of age.
  • Must have the ability to satisfy a background check and comply with the company's drug free workplace policy.
  • Must possess a good driving record, show proof of current driver's license and insurance.
  • Working knowledge of financial, accounting and banking procedures.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled