Representative Payee Supervisor

The Arc of King County serves all people with intellectual and developmental disabilities (IDD) across the lifespan: from prenatal diagnosis through end-of-life care. Our programs include: Information and Family Support for people with IDD, and their family and community; Supported Living Services for adults living in the community; and Advocacy for people with IDD, family members, and community allies seeking to make our community more systemically equitable for all people. We promote and protect the human and civil rights of people with intellectual and developmental disabilities, actively supporting their full inclusion so that they can live, learn, work, and play in the community – making the world a better place for us all.

For more information about the organization, visit our website at https://arcofkingcounty.org/.

Position Description

The Representative Payee Supervisor position is a full-time, non-exempt position bridging the Finance Department and Supported Living Program. This position is responsible for all aspects of The Arc of King County’s representative payee services in compliance with the Washington Administrative Code, DSHS Policy, and Social Security regulations. This position supervises the Representative Payee Specialist and ensures all program participant financial accounts are managed responsibility and in the best interest of that participant. This position supports the agency’s efforts to undo institutional racism, build cultural competence and serve an increasingly diverse population.

Organizational Reporting Relationships

Department: Finance and Supported Living

Supervisor: Accountant (with accountability to identified member of Supported Living Leadership Team)

Key Relationships: Finance Team, Supported Living Team

Supervisory Responsibilities: Representative Payee Specialist

Essential functions/Job Duties

• Supervisory Responsibilities
  • Hire, train, delegate tasks, and supervise Representative Payee Specialist;
  • Review and approve timecards for labor law and policy compliance;
• Maintain up-to-date expertise in Washington State Administrative Code and Social Security policies and procedures to ensure representative payee processes and services abide by all regulatory standards.
  • Provide financial services that meet program participant needs and promote increased financial competence.
  • Assist participants with timely bill paying, check writing, and obtaining cash for spending
    in compliance Individual Financial Plan while ensuring participants have appropriate
    balances before issuing payments;
  • Prioritize participant spending to first include shelter, food, health, and clothing; notifying
    Supported Living Coordinator when issues arise preventing payment of owed balances.
  • Update each participant’s IFP at least annually utilizing a process that closely
    collaborates with Supported Living leadership and supports and empowers each
    participant; communicate all changes to the IFP with participants, guardians, and
    Supported Living Coordinator; Ensure appropriate signatures are up to date on all
    documents;
  • Through counseling and education on topics including but not limited to budgeting,
    prevention of financial exploitation, check preparation, banking, and maintaining a
    checkbook, encourage participants to take an active role in the management of their
    finances;
  • Maintain and update participant accounts using Quicken or other designated software;
  • Collaborate with and/or oversee relevant ABLE or Trust accounts as appropriate;
  • Obtain and organize all participant receipts and deposit slips; organize and compile
    monthly and submit by the 5th of the following month for reconciliation;
  • Ensure reconciliation of Rep Payee accounts per regulations and The Arc’s policies;
  • Maintain accounting of food stamps, including receipts for all food purchases;
  • Ensure all housing leases are properly negotiated prior to participant moving in and that
    leases are updated as required, including complying with all Section 8 and/or other
    housing subsidy requirements; in collaboration with Supported Living Coordinator,
    troubleshoot with landlords and as appropriate refer participants to appropriate agencies,
    advocates, or legal resources;
  • Ensure no lapses occur in participants’ medical eligibility, housing, monthly income, food
    benefits, etc.;
  • Research disputes with creditors and negotiate payment arrangements when necessary;
  • Collaborate with Finance Team and Supported Living Leadership Team should a
    participant need a financial loan from The Arc;
• Maintain accurate, organized, and up-to-date “audit ready” financial files for each participant.
  • Complete necessary financial reporting, reconciliation and accounting for participant financial benefits (CAP, DSHS, Social Security, Food Stamps, Section 8, etc.), including reporting to the DDA Case Supervisor any medical expenses incurred;.
  • Complete the monthly household expenditures reconciliation ensuring that all reimbursement checks are deposited by the 15th of the following month;
  • Prepare and submit Residential Allowance Request (RAR) forms to DDA and collaborate with the Finance Team to ensure process for reconciliation when funds are received;
  • Prepare and provide participant guardians a quarterly summary of income and expenses;
  • Maintain associated documentation in Therap per Supported Living guidelines;
  • Ensure rep payee bank accounts are appropriately closed when participants leave the program.
• Work cooperatively with and maintain exemplary working relationships with contracting entities, partner agencies, guardians, landlords, caregivers, and other people involved in the participants’ financial life.
  • Respond to inquiries in a timely fashion and with competence;
  • Communicate frequently with appropriate entities as related to client finance and benefit issues or concerns;
• In collaboration with Supported Living Program, oversee onboarding process for new rep payee participants.
• Participate in all relevant program audits.
• In collaboration with Supported Living Program, oversee onboarding process for new rep payee participants including:
  • Conducting intake meetings with new/prospective program participants to assess program suitability, explaining program features and benefits;
  • Obtaining necessary agreements and required documentation to commence Rep Payee services;
• Oversee case load feasibility and planning.
• Critically evaluate program activities and process for regulatory compliance and effectiveness;
• Obtain and maintain all required credentials and continuing education to bill hours towards the Supported Living Program.
• Maintain a current and accurate Outlook calendar and share with team members;

The above is not a comprehensive list of activities, duties or responsibilities required of this position. Management may assign or reassign duties and responsibilities at any time as it is deemed necessary.

Qualifications

Education

• Bachelor’s degree in finance or accounting preferred or equivalent experience or demonstrated skill in accounting, budgeting, and computer literacy.

Minimum qualifications

• Expert knowledge of the requirements and laws established by Social Security and DSHS for Representative Payees.
• Basic knowledge of accounting principles and practices, banking, and the reporting of financial data.
• Able to compile, code, categorize, calculate, tabulate, audit, or verify information or data.
• Intermediate knowledge of software commonly used to perform the essential functions of this position (Quicken, MS Office Suite, Therap).
• Experience supporting individuals with I/DD.
• Demonstrated ability to work effectively with individuals of diverse economic, ethnic and social backgrounds.
• Able to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.
• Ability to work in a team environment and independently.
• Excellent communication skills with emphasis on listening, tact, diplomacy and patience.
• Ability to pass a criminal background check.
• Excellent organizational skills, attention to detail, interpersonal skills.
• Able to maintain confidentiality.
• Able to work under pressure, set priorities and manage time efficiently.
• Able to manage tasks amidst frequent interruptions.
• Ability to analyze data and provide recommendations.
• Ability to learn required skills through experience, on-the-job training, and other professional development opportunities.
• Ability to learn and implement State of Washington Mandatory Reporting requirements.
• Ability to persevere in the face of obstacles.

OR any combination of education, experience and measurable performance which demonstrates the capability to perform the duties of this position.

Physical and Other Requirements

• Ability to maintain prolonged attention and typing in an open office environment
• Strength sufficient to carry boxes of materials and display boards as needed.
• Daily presence in the office during work week and standard business hours is required.
• Ability to occasionally work flexible hours and days with advanced notice and supervisor approval.
• Valid drivers’ license or ability to travel throughout King County with ease in a timely manner.
• Ability to pass a DSHS Criminal Background Check.

Salary /Benefits

• This is a full-time (40 hours/week) non-exempt, hourly position.
• This position is eligible for The Arc’s employee benefits package which includes medical, dental, and vision insurance, 401(K), EAP, Orca card, and more.
• Wage Range: $30-$33.50/hour depending on experience.

The Arc of King County is an Equal Employment Opportunity employer. BIPOC and candidates with disabilities are encouraged to apply.