Accounting Clerk- Payee- Full-time job - Hamilton Center, Inc. - Terre Haute, IN

Accounting Clerk –Payee

Division: Administration

Department: Accounting

Supervised By: Accounting Clerk Coordinator

FLSA Status: Non-exempt/Regular/Full-time

Effective Date: July 2015

Position Summary

The Representative Payee Clerk performs various duties associated with the Representative Payee function of Hamilton Center, Inc. The primary responsibilities of this position are tasks associated with client finances received from the Social Security Administration and the distribution of these funds on behalf of the client. The position requires the ability to prioritize tasks and work independently.

Essential Duties/Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Complete all applicable bank forms to establish new bank accounts and direct deposit for new payee clients.

Maintain individual account data, i.e. bank routing and account numbers, for each client using Quicken and Check Launch and AccuFund software. Receive checks in mail or through direct deposit and credit the appropriate client account.

Maintain a running cash balance in Quicken for each client account and maintain a daily log of the grand total for all accounts and reconcile the totals at the end of the day with AccuFund software.

Receive properly approved monthly budget and weekly payment requests from the Case Managers and Direct Skill Technicians, then print checks on behalf of the clients for monthly expenses after verifying that the account contains sufficient funds.

Distribute checks to the Case Managers and Direct Skill Technicians located in either the Main Center or Outreach Locations within the requested time frames.

Balance all individual client bank accounts and communicate balance information along with a list of the outstanding checks to be voided to Case Managers monthly or as requested.

Void checks as requested by the case manager or based on established guidelines for outstanding checks. Coordinate with the Staff Accountant to request bank stop payments when the physical check being voided is not present.

Receive client mail regarding their social security funds and bank accounts, make appropriate copies for client files, and forward to Case Managers and Direct Skill Technicians.

Track all client expenditures in pre-defined Quicken categories and utilize this information to complete the annual representative payee report using the on-line reporting system.

Complete annual representative payee report for each client using the on-line reporting system.

Maintain Representative Payee Files with supporting documentation.

Collect, sort, and distribute mail from the mail room box on a daily basis.

Open payments and stamp checks for Deposit and forward to Accounts Receivable Clerk for processing.

Assist in the company-wide physical inventory process.

Maintain the filing and storage of Accounting Department retained documents by logging all stored boxes, coordinating movement from the Main Center to Ft. Harrison storage, and marking boxes for disposal.

Coordinates ordering for internal and external supplies needed by the Accounting Department, receiving all order goods, and organizing all stored supplies.

Review and update Accounting Department Operations Manual procedures that relate to the Representative Payee function.

Train and update training on Accounting Clerk positions of Accounts Payable, Accounts Receivable, and Payroll to assist as needed.

Assist the accounting department as time permits or during critical times requiring back up.

Provide backup for other accounting department staff as needed.

Provide assistance in the business office, as time permits or during critical times requiring assistance.

Perform other duties as assigned.

Minimum Qualifications/Requirements

High school diploma or equivalent.

Reading and good written and verbal communication skills.

Use of decimals and percentages and other basic math skills are necessary.

Basic computer knowledge, Microsoft software, and typing or keyboarding is required.

Visual skills to perform typing and data entry are necessary.

Accounting knowledge is helpful.

Willingness to use personal transportation in work capacity.