Residential Administrative Assistant/ Rep Payee

Tri-Development Center Job Description for

Residential Services Administrative Assistant/Rep Payee

Qualifications

Must possess a two-year degree in Secretarial Sciences or high school diploma/GED and one year of comparable secretarial and office experience as well as the necessary background (banking, bookkeeping etc.) needed to perform the financial management of the individual’s funds.

Must have good typing and word processing skills and the ability to perform general secretarial duties.

Must be able to use discretion, respect confidentiality, and exercise independent judgement; must be reliable, accurate, flexible, organized, and able to deal effectively with all levels of organizational staff and the public

Must be supported by three (3) or more work-related references

Must have a valid driver’s license and a good driving record, as determined by Board policy

Primary Responsibility

Provides general clerical support to all Residential Programs. Provides assistance with operation the Representative Payee Program, insuring that the requirements outlined through the Social Security Administration are followed and that the individuals’ money is handled in accordance with their budget.

Specific Responsibilities

1. Assist with monitoring implementation of Financial Management Directive 200-12-DD pertaining to “Management of Personal Funds for Individuals participating in community Residential Programs

1. Substitutes for Administrative Coordinator/Residential Services in his/her absence

1. Assists with ensuring accuracy of Residential staff payroll records in accordance with Fair Labor Standards Act.

1. Assists with letters, reports, memos, single plans, BSP’s, etc. for Residential Management members as approved by the Residential Administrative Coordinator. Records minutes of weekly staff meetings and other meetings upon request and distributes appropriately.

1. Assists in the completion of updates and needed requirements for HUD accounts.

1. Assists Administrative Specialist by completing assigned clerical overflow from the Residential Department.

1. Runs program-related errands to other TDC offices.

1. Acts as a liaison between individual’s and local financial institutions.

1. i. Assists in performing other related duties as needed.

Specific Responsibilities Representative Payee

1. Keep written records for at least two (2) years of all payments received from SSA, Bank statements, and cancelled checks for rent, utilities and/or eligibility.

1. Notify SSA when a beneficiary’s condition improves to a point where he/she no longer needs payee.

1. Complete forms for annual accounting of benefits received, periodic reviews of non-Medicaid eligibility factors for SSI called “redeterminations,” and continuing disability reviews to help SSA determine if a beneficiary is still blind or disabled.

1. Report changes in beneficiaries’ circumstances as outlined in SSA’s Guide for Organizational Representative Payees.

1. Meet with beneficiaries as needed.

1. Share on-call duties with other staff assigned to the Representative Payee program.

1. Handle issues arising from the implementation of the Representative Payee program.

1. Assists in performing other related duties, as needed.

General Responsibilities

1. Observes provisions of Tri-Development Center’s Policy Manual and adheres to professional standards of conduct in interactions with others

1. Attends appropriate in-service training and all required meetings

1. Maintains a solid working knowledge of agency, OIDD, and governmental standards which apply to the program

1. Observes all regulations and procedures relating to confidentiality and the reporting of abuse

1. Performs duties in accordance with legislative, agency, and program requirements

Supervisor

The direct supervisor of the Administrative Specialist shall be the Administrative Coordinator/Residential Services. Meetings will be held as necessary with the Administrative Coordinator /Residential Services. The Administrative Specialist shall be responsible for keeping his/her supervisor informed of any problems related to performing his/her duties and/or complying with the standards and policies under which the agency operates.

Relationships and Contacts with Others

The Administrative Specialist, Residential Services, is expected to conduct himself/herself in a manner which shall serve as a positive example, and to maintain a cooperative working relationship with all Tri-Development Center personnel as well as with consumers, families, volunteers, the public, other agencies, and businesses.

Typical Physical Demands

The Administrative Specialist, Residential Services must have the ability to move intermittently throughout the workday. Activities include sitting, standing, bending, lifting, driving, using a keyboard, making phone calls and taking phone messages, completing paperwork and reports, and possible physical intervention with upset, combative, and/or psychotic individuals. He/she is subject to lifting, carrying, and restraining individuals, and may be required to lift up to 50 lbs.

Working Conditions

The Administrative Specialist is expected to work a full time position. Flexibility, before and after-duty and weekend hours may be required, and will depend on schedule demands. Additionally, he/she must be willing to accept other positions temporarily, when necessary. He/she may be subject to falls, infectious diseases, odors, noises, and physical injury due to behavior intervention. This position will be considered non-exempt and is therefore eligible for overtime compensation.

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Tri-Development Center reserves the right to modify, internet, or apply job descriptions in any way the agency desires. The agency job descriptions in no way imply that these are the only duties, including essential duties to be performed by the employee occupying this position

THE JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL” MEANING THAT EITHER THE EMPLOYER OR THE EMPLOYEE CAN TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME FOR ANY OR NO REASON. NO MANAGER OR REPRESENTATIVE OF THE AGENCY OTHER THAN THE EXECUTIVE DIRECTOR HAS AUTHORITY TO ENTER INTO ANY AGREEMENT FOR EMPLOYMENT FOR ANY SPECIFIED PERIOD OF TIME OR TO MAKE ANY AGREEMENT OR CONTRACT TO THE FOREGOING, AND ANY PROMISES TO THE CONTRARY MAY ONLY BE RELIED UPON BY YOU IF THEY ARE IN WRITING AND SIGNED BY THE EXECUTIVE DIRECTOR OF TRI-DEVELOPMENT CENTER .

The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.

I have read and understand this job description, and am aware of the qualifications for the position, and understand the working conditions. I am capable of meeting the demands of this position.