Benefit Programs Specialist

The Benefit Programs Specialist performs professional and administrative work involving the determination and redetermination of the eligibility of individuals applying for public assistance under federal, state and local government programs. Work is performed under the general supervision of and reports to a Benefits Program Supervisor or Family Services Supervisor.

The preferred hiring amount is between $23.65 - $29.68 an hour ($49,192.00 - $61,734.40 annually). Starting offer is based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following benefits:

• Choice of retirement plan: 
  • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.
  • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Conducts interviews with clients to secure and verify data on financial, medical and social. vocational and employment needs and determines eligibility for all applicable financial and/or medical assistance programs (such as SNAP, TANF, Medicaid).
• Interprets, applies, and ensures compliance with federal, state and local policies and procedures; accurately and timely evaluates client eligibility for assistance (including emergency situations).
• Determines eligibility or ineligibility for assistance; re-determines eligibility for continuing assistance; determines benefit level; generates payments and notices to applicants.
• Maintains contact with assigned clients to collect and verify information. Reviews information for accuracy, follows up on inconsistencies from client and/or other resources, and detects possible fraud making referrals to the Benefit Programs Investigator.
• Interacts with clients, co-workers, citizens, employers, financial institutions and community and state agencies to gather relevant data, answer questions and provide education on services and programs.
• Completes applications to the Social Security Administration for children in foster care or receiving adoption services and updates documentation as needed.
• Completes case notes, changes in client/case information, and other data entry within departmental software accurately and timely; creates and maintains accurate documentation, reports, and logs following departmental guidelines.
• May visit clients' residence to collect and verify information; evaluates emergency situations.
• Performs work with other agencies such but not limited to the Virginia Employment Commission, State Department of Social Services, Community Actions Agencies.
• Provides and explains other resources available and refers individuals to employment services and/or other community resources.
• May represent the Department at administrative or appeal hearings.
• Required to respond upon activation from the City Manager of the Continuity of Operations Plan and/or Emergency Operations Plan. Must have the ability to be contacted and respond based on Department guidelines.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. 
• Regular and reliable attendance.

Other Duties

• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education such as college.

• High School diploma or GED AND 1 year of experience working with computer databases or case management databases, including customer service experience.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred: 

• Associate degree or higher in related field.
• Experience working in human service/social services, determining eligibility for client services, particularly with benefit programs such as Medicaid, SNAP and/or other public assistance programs in the state of Virginia.
• Proficiency in speaking and writing in a second language.

Certifications/Licenses/Other:

• Depending on assignment, may require a valid Virginia driver's license and acceptable driving record.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics
Job Knowledge

• Knowledge of laws and programs to determine eligibility or ineligibility for assistance, re-determine eligibility for continuing assistance and determine benefit level.
• Knowledge of social and human services guidance, policies and best practices to respond to standard situations.
• Knowledge of interviewing/counseling techniques, casework strategies, and the handling of diverse cases.

Reading

• Intermediate: Ability to read, investigate, research, analyze, interpret, and follow complex written materials such as regulations, policies, data, and other information pertaining to benefit programs.

Writing

• Intermediate: Ability to organize data, maintain accurate records, and write clear and concise reports, appeals, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

• Intermediate: Ability to gather, work with, and understand number systems, simple formulas, practical application of fractions, percentages, ratios, analytical methods, and measurements.

Communication Skills

• Intermediate: Establish and maintain effective working relationships with clients, families, co-workers, city staff, other agencies, and the public. Provide and receive standard information to others. May include interactions that involve stressful, negative situations requiring significant tact and the ability to diffuse aggressive behavior and reach consensus. Requires recognizing different points of view to ensure understanding and appropriate response. Elements of persuasion may be necessary to gain cooperation and understanding.

Independence and Decision-Making

• Requires General Direction: Normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Provides information to supervisors to use in decision making.

Technical Skills

• Skilled: Comprehensive, practical knowledge of public assistance and other Social Services Programs and approaches, systems and tools to support clients; including federal, state and local financial and/or medical assistance programs (such as SNAP, TANF, Medicaid). Skill in the use of Microsoft Office applications and departmental software.

Fiscal Responsibilities

• No budgetary or fiscal responsibilities.

Supervisory Responsibilities

• No responsibility for direction or supervision of others.

Other Characteristics

• Organization and time management skills, sometimes under strict time constraints.
• Constant interruptions and requests for service.
• Performs multiple tasks simultaneously.
• Works effectively with sensitive and confidential issues and information.
• Ability to establish relationships with a wide variety of people.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Demands:

• Sedentary: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. Must constantly position self to maintain files in file cabinet.
• Must be able to communicate information and ideas so others will understand.  Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.  

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust. 
• Work may involve threatening and potentially dangerous settings and disturbing circumstances.
• The noise level is typically moderate.

Salary : $49,192 - $61,734