Case Manager - Fiduciary & Executor Services

Job Description

Job Description

Case Manager - Fiduciary & Executor Services: Detail-Obsessed, Big-Hearted, Ready to Make a Real Difference: Salunga, PA | On-Site with travel | Join a team where we believe no one should have to age alone.

SIGN-ON BONUS! $3,000 AVAILABLE!

Ready for a job where the work you do actually changes someone's day, sometimes their whole week? This is it.

This is a hands-on role based in Salunga, PA, part office, part out in the community. You'll split your time between focused work at the office and visiting clients, sitting in on care plan meetings at senior living communities, and showing up as the steady, trusted person a senior can count on when they have no one else to turn to. If you love variety and human connection in your workday, this is built for you.

As a Case Manager, you're the glue. You make sure nothing- not a bill, not a deadline, not a detail- slips through the cracks. You'll keep client accounts paid on time and reconciled to the penny, and you'll be the go-to voice for senior living communities and healthcare providers whenever a client needs someone in their corner. Yes, it's detail-driven work, but every number you get right and every call you make is really about protecting someone who is counting on you, often someone who has no one else to do it. That's what makes it exciting: the stakes are real, and so is the impact.

And you're never out there alone. Every fiduciary decision is backed by Pam Witwer, our Founder and Fiduciary of Record. You own the day-to-day with sharp instincts and good judgment, and you know exactly when to loop her in. If you're the kind of person who spots the discrepancy nobody else would catch, and who can bring calm and clarity to a vulnerable person on a hard day, we want to talk to you.

$25 hourly

The Case Manager manages the day-to-day execution of assigned client cases under that authority. This teammate tracks and pays client bills, monitors and reconciles bank accounts, serves as liaison to senior living communities and healthcare providers, coordinates the operational side of healthcare matters, maintains the client record, and reports to the Fiduciary of Record on a defined cadence.

This teammate does not hold the fiduciary appointment, does not exercise fiduciary discretion, and does not make financial, healthcare, or legal decisions on behalf of a client. Every such decision is escalated to the Fiduciary of Record in accordance with the Fiduciary Escalation Matrix. This role requires the highest standards of ethical conduct, precision, and compassionate client service, and the discipline to work independently while operating strictly inside a defined authority boundary.

MAJOR DUTIES AND RESPONSIBILITIES

Financial Administration

• Track and pay client bills on schedule. On-time payment is a core function of this role and is not discretionary.

• Monitor client checking and operating accounts for balance, unusual activity, and unauthorized debits

• Reconcile bank, investment, and facility statements monthly

• Maintain the client's checkbook register and all supporting documentation

• Prepare monthly client financial summaries for review by the Fiduciary of Record

• Assemble documentation supporting client invoicing, tax preparation, and annual accounting. The Fiduciary of Record reviews and signs all filings and accountings.

• Identify and immediately escalate financial irregularities, suspected exploitation, or fraud

Facility and Provider Liaison

• Serve as the primary point of contact with senior living communities, personal care homes, memory care units, and skilled nursing facilities

• Attend care plan meetings, document outcomes, and circulate written notes to the Fiduciary of Record

• Review facility invoices for accuracy before payment

• Track the level of care, room assignment, rate changes, and any facility notices affecting a client

• Conduct periodic client visits to observe well-being, living conditions, and service needs, and document what is observed

Healthcare Coordination

• Coordinate medical appointments, transportation, prescriptions, and care transitions

• Communicate with physicians, nurses, and healthcare teams to gather information and relay decisions made by the Fiduciary of Record

• Track medication changes, hospitalizations, falls, and discharges, and document all clinical developments

• Escalate every healthcare decision, consent request, and change in level of care to the Fiduciary of Record. This teammate does not authorize procedures, medications, or treatment plans.

Case Documentation and Reporting

• Maintain the complete client record in Flowlu in accordance with LPES naming and workflow standards

• Log every material client, family, facility, provider, and professional contact

• Deliver a written weekly case report to the Fiduciary of Record on each assigned client

• Produce written correspondence and work product that consistently reflects the professionalism of LPES. Every document leaving this office, whether a letter to a bank, an email to a family member, or a note to a facility director, is a representation of the firm.

• Escalate in accordance with the Fiduciary Escalation Matrix, without exception and without independent judgment as to whether an escalation is warranted

Family, Beneficiary, and Professional Communication

• Serve as liaison to family members, out-of-state relatives, beneficiaries, and interested parties

• Respond promptly to inquiries from families, beneficiaries, and professional referral partners

• Communicate decisions made by the Fiduciary of Record. This teammate does not make, negotiate, or modify them.

• Collaborate with attorneys, financial advisors, care managers, and accountants engaged by the Fiduciary of Record. This teammate does not engage or dismiss professionals on a client matter.

• Route all legal, tax, court, and conflict matters to the Fiduciary of Record

• Report suspected abuse, neglect, or exploitation immediately to the Fiduciary of Record and comply with all mandated reporting obligations

ACCOUNTABILITY FOR FUNDS AND PROPERTY

This teammate handles client financial records, bank statements, bills, and account information for accounts that may range from thousands to hundreds of thousands of dollars. This teammate has no signature authority and no independent access to move, withdraw, or transfer client funds.

Accountability in this role runs to the completeness and accuracy of the record: every transaction documented, every statement reconciled, every irregularity surfaced. Failure to detect or report a loss, waste, or exploitation of client assets is a failure of this position.

Marketing and Business Development

• Build and maintain referral relationships with professional partners and community organizations (for example, financial advisors, elder law attorneys, senior living communities, and senior services providers).

• Represent LPES at networking events, expos, and community functions.

• Prepare and deliver presentations at senior centers and other venues where LPES is invited to speak.

• Conduct outreach and marketing that grows awareness of LPES services among seniors, families, and referral partners.

• Cultivate qualified referrals and route them into the standard LPES intake process for the Fiduciary of Record to screen and accept or decline.

Special Projects

• Carry out special projects assigned by the CEO (Pam Witwer) and the Operations Manager (Ron Wybraniec).

• Support firm growth and operational initiatives as assigned.

Conduct in this half of the role

• Represent LPES professionally and consistently with its mission of compassionate, trustworthy service to seniors.

• Never commit LPES to accepting a client or to any terms. Refer all prospective clients to the standard intake process.

• Never speak for a client or disclose client information in any outreach or public setting.

• Route every qualified prospect through intake so the Fiduciary of Record makes the acceptance and financial viability decision.

• Experience in managing financial accounts, including tracking and paying bills on schedule.
• Ability to monitor and reconcile bank, investment, and facility statements monthly with precision.
• Proven track record of maintaining detailed client records and supporting documentation.
• Strong communication skills to serve as the primary point of contact with senior living communities and healthcare teams.
• Ability to identify and escalate financial irregularities or suspected fraud promptly.
• Experience in coordinating medical appointments, transportation, and care transitions effectively.
• Ability to produce professional written correspondence and reports that reflect the firm's standards of excellence and professionalism.

Lancaster PA Executor Services (LPES) is a small, independent fiduciary firm serving seniors and families across central and south-central Pennsylvania with Financial Power of Attorney, Healthcare Power of Attorney, Executor, Trustee, and estate support services. Founded in 2024 by Pam Witwer after 30+ years in public service, LPES fills a critical gap for families who need compassionate, professional fiduciary support but can't afford traditional attorney-level fees. 

The team works collaboratively with elder law attorneys and healthcare providers, often stepping in during a family's most overwhelming moments — where trust, discretion, and precision matter as much as compassion.