Representative Payee

GENERAL DESCRIPTION Under direct supervision of the Director of Community Living Services (DCLS), the Residence Services Assistant assists in the day-to-day administrative/clerical functions of the Community Living Services Program and provides back-up support to the Residential Services Clerk as needed.
This includes the coordination of specified bookkeeping and Representative Payee responsibilities as necessary by assuring responsible management of funds for representative payee accounts by maintaining the financial records, writing checks, reconciling accounts and other related duties.
ESSENTIAL JOB RESPONSIBILITIES Assists the DCLS, in communications by creating and routing forms, completing and routing of meeting minutes, and creating and routing memos regarding service delivery, documentation of training and/or meetings.
This job responsibility requires the use of a phone and computer.
Assists the DCLS in the quarterly collection and summarization of quality assurance data.
Accurately maintains the caseload list, regulatory data, and other information as requested.
Reviews, updates, and distributes information as necessary on a monthly basis and/or as change deemed necessary.
Assists the case management team by uploading documentation into Quantum on a regular basis and/or as requested in order to meet internal requirements and the requirements of funders and accrediting bodies.
Assists the DCLS in monitoring master case records for accuracy and completeness of information required according to agency policies and procedure by performing requested audits and a designated number of case record reviews per month for each case manager, giving completed file reviews to the assigned case manager, and following up with case management regarding any required corrections.
Assists nursing with the coordination of the monthly psychiatrist visit.
Orders supplies as needed; processes requests for purchase orders and/or check requests and reconciles bills as applicable.
Assists Residential Services Clerk as needed in: Preparing documents for reimbursing contractual individuals as determined by the contractual agreement by assuring the provisions of the contract have been met, and where applicable, the necessary funds are available.
Prepares household bills for processing in a time manner.
This job responsibility requires the use of computers, word processing software, phone and vehicle.
Maintaining separate manual filing/recording systems for all residential sites.
Manually preparing and recording check for Accounts Payable utilizing an invoice.
Assists with the compilation of information for annual SSI reviews as requested by supervisor/designee.
On a monthly basis, monitor and records receipts of IDPA Medical Cards; opens and forwards cards as required; and distributes original as appropriate.
Compiles necessary information for 50059 completions as requested by supervisor.
Monitors and reconciles all Community Living Services petty cash systems monthly or as submitted as director in petty cash policy and procedure.
Monitors accounts of individuals residing in 24-hour living arrangements to ensure compliance with DHS regulations.
Files or assists in filing income taxes and circuit breaker applications as directed by supervisor for individuals served in all CLS programs.
Prepares monthly and quarterly billing information on all 24-hour living arrangement programs by reviewing and verifying resident income, completing internal billing requests, completing DHS generated billing statements and submitting all bills (internal and external) to the appropriate authority within specified time frames.
Processes the opening and closing of accounts in accordance with the Representative Payee policies and procedures and at the direction of the Director of Community Living Services.
Ensures the prompt deposit of funds into individual representative payee accounts by preparing deposits, entering deposits in the computerized account, and presenting the deposit to the authorized banking facility utilizing a vehicle.
Disperses checks in response to Requests for Funds and for regular, budgeted expenses determined by the Financial Record and Disbursement Authorization.
Reconciles representative payee accounts with bank statement.
Maintains financial records on each representative payee account including: Request for Funds, Representative Payee Receipts, bank statements, Housing Cost Statements, and Woodford Homes Income Statements.
Alerts supervisor when an individuals financial status could affect benefits or prompt payment of incurred bills.
Serves as liaison (with regard to their finances) between representative payee clients and Social Security, DPA, Preferred Bank, and other involved agencies to assure the continuation of benefits and check-cashing privileges.
Provides access to individual financial information to the clients, guardians or CLS employees as requested and assists with audits involving representative payee accounts.
Performs clerical functions, including typing, copying, filing and mailings as requested by the supervisor/designee.
Assumes the responsibility to attend and complete the initial MRI training requirements (core training and job-specific training).
On an ongoing basis, attends and participates in any required re-certification or refresher sessions and/or other training deemed appropriate by the supervisor and/or the Program/Department Director within specified time frames.
Participates in agency in-service training sessions as assigned by the supervisor and/or Program/Department Director and/or on a voluntary basis to enhance one's knowledge and skills.
Drives safely in an official capacity to conduct agency business for MRI and on occasion may provide transportation to individuals/families served; observes all local, state, and federal laws, as well as all agency policies and procedures.
Communicates, retains, and releases information (both written and verbal) on a need-to-know basis and in accordance with the Mental Health and Developmental Disabilities Confidentiality Act and Macon Resources, Inc.
Policies and Procedures.
Practices and enforces MRI Safety Policies and Procedures and monitors and assures the safety of staff, persons/families served, agency guests, and agency property.
Keeps supervisor informed verbally and in writing of problems and activities within assigned area of responsibility; refers matters beyond the limit of authority and expertise to the supervisor for direction.
Performs special projects or other related work within the scope of the job responsibilities of this position as required or requested.
NON-ESSENTIAL JOB RESPONSIBILITIES None SUPERVISORY RESPONSIBILITIES None JOB QUALIFICATIONS High school diploma or equivalent.
Two years of experience with accepted accounting practices required; a working knowledge of an accounting computer program preferred.
Must be able to maintain payroll, financial, personnel, and information related to persons served as confidential and in accordance with the Mental Health and Developmental Disabilities Confidentiality Act and the Policies and Procedures of Macon Resources, Inc.
Must be able to adhere to the Safety Policies and Procedures of Macon Resources, Inc.
Must be able to complete MRI training requirements.
Must have reliable transportation to conduct agency business and/or to transport individuals served as needed; must maintain a valid Illinois Drivers License and a good Motor Vehicle Record; and must maintain personal auto insurance with minimum coverage of Bodily Injury-Liability per Person of $100,000 and Liability per Accident of $300,000, Property Liability of $100,000; Medical payments of $5,000; and Uninsured/Underinsured Person of $100,000 and Accident of $300,000.
Must be able to summarize, synthesize and analyze data/information.
Must be able to utilize a phone, computer, word processing, excel (Microsoft software) and E-Mail and a filing system.
Must have a means of notifying his/her supervisor if unable to report to work.
Must be able to perform the following: Sit and/or stand for prolonged periods of time.
Bend, twist, stoop or kneel.
Vision correctable to 20/20 or sufficient to complete job responsibilities.
Exhibit manual dexterity.
Adequate hearing.
Must be well organized and able to prioritize work.
Must be able to communicate effectively and diplomatically in both oral and written form and be able to meet and work with the public.
Must be able to work with direct supervision.
Qualifications JOB QUALIFICATIONS High school diploma or equivalent.
Two years of experience with accepted accounting practices required; a working knowledge of an accounting computer program preferred.
Must be able to maintain payroll, financial, personnel, and information related to persons served as confidential and in accordance with the Mental Health and Developmental Disabilities Confidentiality Act and the Policies and Procedures of Macon Resources, Inc.
Must be able to adhere to the Safety Policies and Procedures of Macon Resources, Inc.
Must be able to complete MRI training requirements.
Must have reliable transportation to conduct agency business and/or to transport individuals served as needed; must maintain a valid Illinois Drivers License and a good Motor Vehicle Record; and must maintain personal auto insurance with minimum coverage of Bodily Injury-Liability per Person of $100,000 and Liability per Accident of $300,000, Property Liability of $100,000; Medical payments of $5,000; and Uninsured/Underinsured Person of $100,000 and Accident of $300,000.
Must be able to summarize, synthesize and analyze data/information.
Must be able to utilize a phone, computer, word processing, excel (Microsoft software) and E-Mail and a filing system.
Must have a means of notifying his/her supervisor if unable to report to work.
Must be able to perform the following: Sit and/or stand for prolonged periods of time.
Bend, twist, stoop or kneel.
Vision correctable to 20/20 or sufficient to complete job responsibilities.
Exhibit manual dexterity.
Adequate hearing.
Must be well organized and able to prioritize work.
Must be able to communicate effectively and diplomatically in both oral and written form and be able to meet and work with the public.
Must be able to work with direct supervision.