Fiscal Program Coordinator

ABOUT PATH INC.

PATH (People Acting to Help) Inc. is a comprehensive Community Behavioral Health and Intellectual Disability Center. We offer a wide of array of services and supports to meet the needs of our community in Northeast Philadelphia. PATH regularly achieves the highest levels of accreditation including a 5 Star Provider Rating by CBH, Philadelphia’s Managed Care Entity, and recognition and awards related to our high-quality, innovative programs and staff accomplishments and contributions.

Our Mission? To Help Individuals Achieve a More Independent and Fulfilling Life.

WHY WORK AT PATH?

REQUIREMENTS:

Bachelor’s degree in finance, Accounting, Economics, or Business Administration preferred but Associates Degree and 5 years specific experience in lieu of Bachelor’s Degree; At least 3-5 years’ specific experience or equivalent combination or education and experience, in program coordination of benefits, client financial services, bookkeeping financial reporting and analysis, Non-Profit accounting and compliance experience preferred.  Driver's License and vehicle required.

JOB SUMMARY:

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by working with Intellectual Disability Program to effectively manage 80 client accounts and needs which is not limited to understanding of Medical Assistance and SSA/SSP Benefits, access and renewals. 

SPECIFIC DUTIES:

Client Record Management/Compliance

1. Assure compliance with all regulations, most notably Chapter 6400 and Chapter 6100 as they pertain to fiscal requirements for individuals served in our residential program.
2. Maintain a current and necessary fiscal file, including but not limited to the Room and Board Agreement, Social Security Administration award letters, medical assistance required documentation and all necessary supporting financial documentation including bank statements and income/expenditure transactions for annual recertification and licensing.
3. Maintain tracking system to review and analysis Residential Financial Files monthly for accuracy and any fiscal irregularities are resolved and report any fiscal irregularities to your supervisor.
4. In accordance with 6100 regulations in coordination with the CLA department complete a Supplemental Security Income (SSI) application and support the appeal to assure compliance with regulations.  
5. On an as needed basis and consistent with 6100 regulations complete Low-Income Home Energy Assistance Program (LIHEAP), rent rebate and Supplemental Nutrition Assistance Program (SNAP).
6. Establish and manage individual online portal profiles for application and management of benefits such Social Security Administration (SSA), Medical Assistance (MA), and SNAP, etc.
7. Electronically submit Medical Assistance documentation to ensure individuals are successfully enrolled and maintained with regard to their MA status.
8. Maintain a tracking system of anticipated renewal dates for MA benefits. 
9. Update and management Rep Payee Consolidated Client File and provide weekly updates to CLA and Fiscal Management
10. Prepare for and participate in routine audits and annual licensing review of financial records. 
11. Participate as needed in individual reviews with outside monitoring agencies. 
12. Meet with Social Security Administrative representatives on behalf of Rep-Payee needs at local SSA branch as needed. 
13. When necessary, participate in in-person redeterminations and other meetings at local County Assistance Office and/or Office of Long-Term Services
14. When necessary, participate in court mandated appointments related to MA renewals.
15. Work with Non-Rep Payee to finalize and address MA Certification and HUD Recertification requirement needs.
16. Visit residential sites, on an as needed basis, to support the client in completing MA renewal and HUD Recertification paperwork. 

  Room & Board Compliance

1. In coordination with CLA staff, assure that a signed Room and Board agreement is obtained prior to or upon admission to the CLA residential program. This may require working with HUD Coordinator to ensure compliance with HUD Regulations if the Client will reside in a HUD Subsidy Home.
2. Responsible for updating Room and Board agreement on an annual or as needed basis to ensure compliance with all requirements. This includes staying on top of income limits/changes that could impact Room and Board.
3. Assure that residential individuals are not overcharged for Room and Board expenses (in keeping with 6100 regulations) and working with the Fiscal Department to support and reimburse the residents for therapeutic or hospital leave.
4. Communicate with 3rd party representative payees about Room & Board Contracts, required documentation, and ongoing payments. 

 Financial

1. Process expenditure requests for use of funds from Representative Payee Accounts. Coordinate directly with Fiscal Analyst on availability of funds and track related receipts.
2. Prepare and facilitate training on CLA Fiscal Standard Operation Procedures and recommend retraining of individual staff or sites on an as needed basis.
3. Provide continuous feedback on the effectiveness of CLA Fiscal Standard Operating Procedures and make recommendations for changes as needed.
4. Manage and track status of program-issued spending cards, gas cards, and other credit card accounts.
5. Audit weekly site purchases and reconcile receipts in online portal. 
6. Oversee reconciliation of Representative Payee bank accounts.
7. Prepare weekly book balance reports for CLA.
8. Complete and submit Representative Payee Reports for the Social Security Administration.
9. Work with CLA AD Directors/ Supervisors to collect and submit pay statements from working individuals, for whom PATH acts as Representative Payee, and report information as required to Social Security Administration. 
10. Visit residential sites, on an as needed basis, to perform onsite audits of consumer funds and documentation on site.
11. Actively participate as requested in individual budget planning meetings, and other department meetings. 
12. Work within the Fiscal Department to ensure the timely opening and closing of Representative Payee Accounts.
13. Ensure burial reserve accounts remain active throughout the year.
14. Open and close PA ABLE accounts and banking accounts as needed. 
15. Support PATH’s Fiscal Department in gathering HUD income verification information. 

Other

1. Escalate concerns to resolve matters promptly.
2. Be proactive and take responsibility for specific business functions.
3. Meet regularly or as needed to address requests and concerns.
4. Other duties as assigned.