ESSENTIAL DUTIES AND RESPONSIBILITIES

Personal Allowance & Individual Funds Oversight

• Maintain and process individual money ledgers, ensuring accuracy of balances, documentation, and reconciliation with residential in-house cash and bank accounts.
• Replenish residential in-house accounts bi-weekly and as needed, ensuring proper documentation and approvals.
• Establish and monitor Personal Allowance bank accounts for individuals living in our homes; ensure all accounts are balanced and compliant with OPWDD Personal Allowance regulations.
• Conduct regular audits of Personal Allowance documentation in Residential and Day Habilitation settings, including ledger accuracy, receipt documentation, and cash reconciliation practices.
• Issue OPWDD clothing/personal needs allowances to residential staff when received. Ensure ledgers reconcile and purchases follow OPWDD regulation when returned after purchases are made.
• Maintain filing system for all ledgers and receipts, including PA and OPWDD clothing/personal needs allowances.
• Identify discrepancies and initiate corrective action in collaboration with program leadership.
• Provide training and guidance to Residential and Day Habilitation staff on proper Personal Allowance procedures.
• Generate and mail quarterly financial reports for individuals in Residential Services to families and guardians, upload documentation into Therap.
• Ensure wage earners' residential rent contribution calculations are accurate and distributed monthly.

Benefits Coordination & Regulatory Compliance (For those residing in agency certified homes)

• Be familiar with the Representative Payee guidelines and reporting requirements and act as the support to the Representative Payee.
• Establish and maintain Social Security, Medicaid, Medicare, SNAP/Food Stamp, and other public benefit eligibility for individuals.
• Complete required recertifications, reviews, and reporting to SSA, Medicaid, and other agencies.
• Reconcile Social Security benefit payments made to the Agency monthly.
• Follow up on benefit interruptions, denials, or discrepancies to ensure individuals receive full entitlements.
• Maintain Medicare Summary Notices, Part D Explanation of Benefits, and related documentation.
• Maintain required administrative files in accordance with OPWDD and agency standards.

Financial Policy Alignment & Internal Auditing

• Ensure financial policies and procedures are aligned and consistently implemented across Residential and Day Habilitation programs.
• Provide written audit summaries and corrective action recommendations for leadership.
• Monitor implementation of corrective actions and provide follow-up reviews.
• Assist in development and revision of financial procedures to maintain regulatory compliance and operational consistency.

Residential Director Audit Support

• Complete twice-monthly Therap audits as assigned, reviewing documentation for completeness, accuracy, and regulatory compliance.
• Conduct Procurify audits to ensure purchases are appropriate, documented, and aligned with individual needs and budget parameters. Ensure purchases are received timely.
• Draft minor event summaries as assigned, ensuring documentation is accurate, objective, and compliant with OPWDD requirements.

• Maintain filing system for 147 forms and all reportable incidents.
• Oversee document management for the residential department, including maintenance of the records room, filing, purging and record searches upon request.

• Chair the Physical Restraint Committee, review all physical restraints and interventions across the agency, ensuring proper paperwork and follow-up is completed. Prepare all forms, coordinate committee agendas, feedback and recommendations.

• Assist the Residential Director with auditing initiatives, compliance reviews, and other assigned quality assurance tasks.

Financial Coordination & Individual Planning Support

• Assist with personal allowance purchases for individuals in coordination with the Residential Director, including obtaining SSA approvals when required.
• Coordinate burial savings accounts, pre-need arrangements, cemetery plots, and end-of-life planning supports in coordination with individuals and their families. (individuals we are rep payee for only)
• Assist with True Link prepaid Visa cards, including set-up, funding, and monitoring for individuals in residential services.
• Assist in establishing NYSARC Community Trusts and NYABLE accounts for those we are rep payee for.

SUPERVISORY RESPONSIBILITIES This position does not have direct supervisory responsibility.
May provide technical guidance to staff regarding financial policy and procedure and regulatory compliance.

QUALIFICATIONS

Education:
Associate's degree in business, accounting, human services, or related field preferred.

Experience:

• One year experience working within OPWDD certified programs.
• Knowledge of Medicaid, Social Security, Representative Payee guidelines, and public benefits systems.
• Experience in financial reconciliation or auditing.

Licensure:
Valid New York State Driver's License required. Occasional travel required.

COMPENTENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events. Changes approach/method to best fit the situation.

Cost Consciousness - Conserves organizational resources.

Customer Service - Manages difficult or emotional situations; Responds promptly to needs; Solicits feedback to improve service; Responds to requests for assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions. Completes tasks on time or notify appropriate person with an alternate plan.

Design - Demonstrates attention to detail.

Diversity - Shows respect and sensitivity for cultural differences. Promotes a harassment-free environment.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Flexibility - Perform work on multiple concurrent tasks with frequent interruptions.

Initiative - Asks for and offers help when needed. Prioritizes tasks to meet agency needs.

Innovation - Meets challenges with resourcefulness; Generates suggestions for improving work.

Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Judgment - Exhibits sound judgment. Includes appropriate people in decision-making process.

Motivation - Measure self against standard of excellence, demonstrate persistence and overcome obstacles.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Organizes schedules.

Problem Solving - Identifies and resolves problems in a timely manner; Works well in team problem solving situations; Uses reason even when dealing with emotional topics.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback. Contributes to building a positive team spirit; Supports everyone's efforts to succeed.

Technical Skills -Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively. Able to read and interpret written information.

Reasoning Skills - Sound decision making and judgment, interpersonal skills, planning/organizing, strategic thinking, time management and delegating. The ability to work independently in multiple settings. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Language Skills - Ability to read and interpret documents including OPWDD regulations and guidance documents. Ability to write reports/correspondence and good communication skills. Ability to speak effectively to employees, families, and groups.

Mathematical Skills - Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage.

Computer Skills - Must be knowledgeable about Internet software, Microsoft Office components including Word, Office, Excel. Becomes knowledgeable and trained in the use of Therap.

Physical Demands - The physical 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.

• Must be able to independently lift and/or transfer, push or pull up to 50 lbs.
• Frequently required to sit, stand, walk, reach, and use hands.
• Occasionally required to stoop, kneel, crouch, or crawl.

EXPECTATIONS

• Treat everyone with respect and dignity.
• Maintain acceptable attendance and punctuality in accordance with The Arc Otsego's standards.
• Adhere to all policies and practices in place at The Arc Otsego.
• Model professionalism and person-centered values.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Office based with frequent presence in homes and programs; local travel required.
• The environment is typically moderate noise and involves frequent interaction with staff, individuals served, and families.

Americans with Disabilities Act: Reasonable accommodations will be made in compliance with the Americans with Disabilities Act of 1990, and ADAAA of 2008.

Occupational Safety and Health Act: Exposed to human body fluids, airborne agents, household chemicals. May be exposed to contagious diseases.

The rate of pay for this position starts at an annual salary of $41,600.00 based on $20.00/hour (or more depending on experience).