Individual Funds and Benefits Specialist

Job Description

Job Description

Individual Funds and Benefits Specialist Job Description

Location: Hartford, CT (On-site)

FLSA Classification: Full-Time, Non-Exempt (40 hours per week)

Reports To: Controller

Harc provides lifetime support to individuals with intellectual and related disabilities and their families so they may enjoy lives of quality, inclusion, and dignity.

Harc was established in 1951 by the compassionate parents of children with intellectual and developmental disabilities (I/DD) who recognized that their children had worth and contributed value to society. They became passionate advocates fighting against exclusion, isolation, discrimination, lack of opportunity, unemployment, and low expectations. Their grassroots efforts built enduring partnerships with generous individuals, foundations, corporations, and community leaders to secure funding and raise awareness needed to develop life-changing programs.

Harc’s guiding principle is to ensure that people with intellectual disabilities live with quality, inclusion, and dignity. We achieve this through advocacy efforts and by providing community-based services that support the individuals we serve as they work toward creating fulfilling lives and experiencing inclusion and purpose.

Harc’s services begin at birth and continue throughout the lifespan, with a range of supportive, enrichment, employment, and residential supports throughout Greater Hartford. 

Position Summary:

Reporting to the Controller, the Individual Funds and Benefits Specialist supports approximately fifty individuals we serve by managing their financial assets and federal and state benefits. This position is responsible for reviewing, reconciling and auditing individuals’ bank and PEX statements as well as working with DDS, DSS, and the Social Security Administration to ensure individuals obtain and retain benefits during their time at Harc. In addition, this position will support special projects and initiatives as assigned by the Controller and Chief Financial and Administrative Officer.

Essential Functions:

1. Financial Asset Administration

• Review and process additional funding requests, including preparing checks and adding funds to PEX cards.
• Monitor individual balances to ensure sufficient funds are available for planned activities and expenses.
• Review PEX and asset balances to ensure sufficient funds are available for monthly PEX reloads.
• Prepare transfers from the PEX Operating Account to individual PEX accounts.
• Troubleshoot PEX card declines, blocks, and other card-related issues.
• Load, track, reconcile, and upload receipts for temporary PEX cards.
• Order and replace PEX cards as needed.
• Identify and recommend improvements to financial workflows, processes, and forms.

2. Financial Asset Monitoring and Reporting

• Utilize PEX and Bank of America systems to compile the monthly Excel-based balance report for the individuals we serve. 
• Monitor individual asset balances and report to the Residential Team when spend-downs are needed to remain within DSS and SSA asset limits.
• Assist with developing and reviewing individual budgets.

3. Banking Transactions

• Prepare and enter ACH transactions in CashPro to move money between Harc’s Operating account and Individuals’ bank accounts.
• Reconcile individuals’ bank accounts and PEX statements regularly. 
• Assist the Accounting Manager and Controller with reconciling Harc’s Operating Account and various general ledger accounts pertaining to balances owed to or from individuals.

4. Auditing of Individuals’ Accounts

• Review and audit transaction logs, receipts, ledgers, and forms to ensure they are complete, accurate, and appropriate. 
• Investigate discrepancies and missing documentation and communicate findings to the appropriate House Manager and/or Director. 
• Respond to requests from external auditors and state agencies for information and supporting documentation.

5. Individual Benefits Administration 

• Obtain and/or prepare the forms and documentation needed for individuals to apply for and maintain benefits throughout their participation in Harc programs, including entering and exiting programs.
• Complete annual redeterminations to help ensure individuals maintain eligibility for benefits while participating in Harc programs.
• Collaborate with families, guardians, internal departments, and state and federal agencies, including DSS and SSA, to help individuals obtain and retain necessary benefits. 

• Respond to inquiries from state and federal agencies regarding benefit eligibility and changes to existing benefits. 
• Promptly investigate changes to benefits and communicate relevant changes to appropriate parties. 
• Develop and maintain tracking systems for individual benefits and renewal dates. 
• Provide education and guidance to families, guardians, and Harc employees regarding eligible benefits, ABLE accounts, funeral accounts, and other related resources.

Key Competencies:

• Attention to Detail and Accuracy: Demonstrates a high level of accuracy when reviewing documentation and financial information to identify discrepancies, prevent errors, and ensure funds are properly accounted for.
• Record-Keeping and Organization: Maintains accurate and up-to-date records for each individual in accordance with agency, state, and federal policies, procedures, and regulations.
• Critical Thinking and Analysis: Demonstrates the ability to identify potential issues, investigate discrepancies or inconsistencies, and analyze information to determine appropriate next steps.
• Problem Solving and Initiative: Identifies issues, seeks solutions, and demonstrates the ability to work independently while knowing when to escalate matters appropriately. 
• Communication and Collaboration: Excellent interpersonal skills with the ability to communicate effectively across all levels of the organization, with families and guardians, and with federal and state agencies. 
• Integrity and Trustworthiness: Demonstrates honesty, accountability, and sound judgment when managing funds and confidential information. 
• Systems and Process Improvement: Identifies and recommends improvements to workflows and processes to promote efficiency and compliance.

Qualifications:

Required:

• 2 or more years of experience in accounting, finance, banking, benefits administration, or a related field.
• Proficiency in Microsoft Office Suite, particularly Microsoft Excel, including sorting, filtering, conditional formatting, pivot tables, and VLOOKUP/XLOOKUP.
• Familiarity with basic accounting principles.
• High School Diploma or GED.

Preferred:

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field
• Experience with PEX Cards and the PEX platform.

• Familiarity with Bank of America CashPro.
• Understanding of MIP/Abila
• Experience working in a mission-driven or human services setting.

Work Environment and Physical Requirements: