Representative Payee Supervisor and Office Manager

Job Objective: Effective and efficient management of the Representative Payee Program and provision of assistance through the Emergency Services Program

Essential Functions

Representative Payee Supervisor:

• Provide effective financial management for the Social Security and SSI payments of clients who are incapable of managing them on their own
• Establish new client accounts; conduct interviews as well as set up client bank accounts and personal records
• Establish budgets for each new client
• Maintain complete and accurate records for each client including: individual check registers, personal information files, pertinent events regarding clients, paid receipts, invoices, and correspondence/communication
• Maintain contact between client and payee program
• Maintain contact with the Social Security Administration, the Department of Children and Families, The Salvation Army, and any other pertinent agencies
• Supervise preparation of, or prepare, checks for clients' invoices, rent, utilities, medical expenses and personal allowances
• Supervise reconciliation of monthly bank statements and check registers
• Assist clients with needs and tasks including, but not limited to, completing forms, locating housing, establishing utilities, issue food and clothing vouchers
• Process incoming and outgoing mail
• Receive phone calls regarding client needs
• Maintain current data on clients, landlords, rents due, addresses, and phone numbers
• Provide supervisory assistance to Payee Department clerks
• Schedule and interview individuals to assess needs of individuals and families
• Determine eligibility and provide services requested by the client according to payee guidelines using The Salvation Army Emergency Assistance guidelines and MAACLink
• Monitor and maintain Social Services budget; provide documentation of documentation of financial expenditures; maintain ledger of running totals for various sources
• Maintain list of community agencies providing aide and make referrals as appropriate
• Document and maintain client case histories, including requests, findings, and services rendered
• Manage Payee Program records, reporting and statistics
• Establish and cultivate professional community agency relationships and participate in area agency meetings
• Oversee distribution of other community resources as needed
• Maintain records and statistics and report as directed
• Assist with seasonal activities as assigned
• Schedule, train, and supervise payee staff and volunteers
• Attend agency, church, community and Salvation Army meetings as requested for the purpose of educating yourself and others about Salvation Army programs
• Attend in-service training and outside conferences/workshops as directed
• Other duties as assigned

Office Management:

• Process mail
• Prepare and deliver weekly bank deposits, sharing that information with DHQ CAC in a timely manner
• Prepare invoices, ensuring proper coding and delivery to DHQ CAC on a regular basis (at least weekly)
• Responsible for accurate & timely submittal of bi-weekly time reports in PayCor to DHQ for processing
• Maintain Dillon's giftcards/log

Key Performance Indicators

Communication: Verbal and written communication is clear and professional; listens effectively to others

Works Efficiently: Understands and performs job roles, functions, tasks, and responsibilities; work is focused on programs goals and accomplishes assignments

Team Work: Builds good working relationships with others and is cooperative and respectful

Flexibility / Adaptability: Accepts change in a positive manner, effectively adapts to changing needs of program

Financial Impact: Values, guards and uses efficiently the assets and resources of The Salvation Army

Initiative: Self-starter and responds appropriately and quickly

Self-Development: Seeks new opportunities to learn and grow in job duties

Technology Proficiency / Change: Learns and adapts to new procedures, policies and technologies

Innovation / Creativity: Generates ideas and offers solutions

Attendance / Timeliness: Good attendance, punctuality, prioritizes tasks, and responds promptly

Supervision: Gives appropriate direction to staff and volunteers

Minimum Qualifications:

Education: High School degree required; Human Services, Social Work, or related field preferred; relevant work and/or life experience in lieu of college course work will be considered

Experience: Minimum one year relevant experience preferred

Certifications/Licenses: None

Skills/Abilities

Analytical and Assessment: Critical thinking and creative problem solving

Planning: Organize and implement plans of various levels; develop policies and procedures; standardize operations; manage multiple deadlines; delegate; attend to detail, develop continuous quality improvement strategies

Communication: Relate to people; non-judgmental; respect clients' right to self-determination; treat all people with dignity and respect; professional written and verbal communication skills in standard English; articulate information for clients; public speaking and presentation

Cultural Competency: Adaptable in culturally diverse environments; respect for cultural differences; comfortable working with vulnerable populations; ability to speak Spanish is desirable but not required

Community Practice: Engage with others; develop collaborative alliances; influence and motivate others; manage change; assess community needs, plan and implement interventions

Financial Planning and Management: Financial report analysis and interpretation; budget management; budget forecasting

Leadership and Systems Thinking: Work independently and with others; effective interpersonal skills; effective leadership skills modeling ethical standards; adapt to changing conditions and program related requirements; maintain confidentiality; resolve and mediate conflict

Supervisory Responsibility: Payee clerks; volunteers in Payee and Emergency Assistance programs

Physical Requirements: Lifting, pulling and pushing of materials up to 25 pounds; sitting for extended periods of time. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Travel: Local travel to meet with clients and for community based meetings on a regular basis.

Driving: Yes. Must possess a valid driver's license from the state in which you reside. Must be approved through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business.

Working Conditions: Work is performed in a typical office environment as well as in the community.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

The Salvation Army Mission: The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.