Client Services Coordinator

JOB SUMMARY: The Client Service Coordinator serves as a key liaison between program staff, families, funding sources, and the Finance Department. This position is responsible for maintaining accurate client financial and benefits records, supporting compliance with state and federal regulations, and supports the Accounts Payable with financial processing and documentation. The role requires strong attention to detail, confidentiality, collaboration, and commitment to the agency’s mission.

WORK SCHEDULE

Adelbrook is a 24/7 operating Agency. This position follows a primarily administrative, weekday schedule during regular business hours. Occasional schedule adjustments may be required to support agency operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Complete, submit, and maintain applications for public benefits, including Social Security, Medicaid, DSS programs, rent subsidies, and other applicable funding sources.

• Monitor benefit eligibility status and ensure timely renewals and recertifications.

• Maintain organized, accurate, and up-to-date client financial and benefit files in compliance with audit, regulatory, and agency requirements.

• Submit required documentation to funding agencies, including income verification, paystubs, and financial summaries.

• Serve as a point of contact for families, program staff, and external agencies regarding eligibility and benefit-related matters.

• Manage and monitor individual client financial accounts, including checking accounts, EBT cards, ABLE accounts, and approved trusts or burial arrangements.

• Process invoices, reimbursements, petty cash requests, and credit card expenses related to individual client needs.

• Audit and reconcile monthly financial activity for client accounts and petty cash balances.

• Prepare and submit required financial summaries and reports in accordance with agency and funding requirements.

• Supports the Accounts Payable by assisting with invoice preparation, documentation, coding, and tracking related to client and program expenses.

• Maintain organized financial records, vendor documentation, and supporting materials for payments and audits.

• Assist with reconciling invoices, resolving discrepancies, and responding to internal inquiries related to client-related payables.

• Provide backup support for billing, reimbursements, and other finance-related functions as assigned.

• Coordinate with Finance, program leadership, and external agencies to ensure financial accuracy and compliance.

• Assist with internal and external audits by gathering required documentation.

• Maintain confidentiality of all client, financial, and agency information in accordance with HIPAA and other applicable standards.

• Perform other administrative and program support duties as assigned by leadership.

SKILLS, KNOWLEDGE AND ABILITIES Skills

• Strong organizational, documentation, and recordkeeping skills

• Proficiency in Microsoft Office (Word, Excel) and accounting or financial tracking systems

• Effective written and verbal communication skills

• Attention to detail and accuracy in financial and client records

• Time management and task prioritization skills

• Problem-solving and follow-through capabilities

Knowledge

• Public benefits systems, including Social Security, Medicaid, and state assistance programs

• Basic accounting and accounts payable principles • Nonprofit and human services funding structures

• Regulatory and compliance requirements related to client finances and benefits

• Confidentiality, privacy, and ethical standards in human services

• Trauma-informed and person-centered service delivery Abilities

• Ability to work independently and collaboratively across departments

• Ability to manage sensitive information with discretion and professionalism

• Ability to support families and individuals with respect, empathy, and cultural sensitivity

• Ability to adapt to changing regulations, deadlines, and program needs

• Ability to follow detailed procedures while exercising sound judgment

• Ability to support financial operations while maintaining mission focus

EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS:

• High School Diploma or GED required

• Minimum one (1) year of administrative, financial, or client services experience in human services, healthcare, or nonprofit settings

• Experience supporting individuals with ASD and/or IDD preferred

• Ability to obtain and maintain required agency certifications (e.g., CPR/First Aid, PMT, medication certifications as applicable)

• Valid driver’s license and acceptable driving record; may be required to drive agency vehicles

• Ability to work a flexible schedule and meet operational needs

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Work is primarily performed in an office, residential, or program-based setting

• May require travel to program locations

• Ability to lift up to 50 pounds as needed and participate in physical interventions if required

• Ability to remain on feet for extended periods and support individuals in community-based activities • May be exposed to behaviors requiring de-escalation or crisis intervention

A job description is not meant to be all inclusive of every task and/or responsibility