What are the responsibilities and job description for the Fiduciary Case Manager position at THE ARC JACKSONVILLE INC?
Fiduciary Case Manager (Representative Payee Program)
Position Summary
The Fiduciary Case Manager is responsible for administering social security benefits on behalf of individuals served by The Arc Jacksonville, Inc. institutional representative payee program in accordance with Social Security Administration (SSA) Representative Payee regulations.
This role combines financial management, fiduciary oversight, and case management, both for guardianship and representative payee program, ensuring that client funds are used in the beneficiary’s best interest, their essential needs are met, and all reporting and compliance requirements are fulfilled.
The position requires strict adherence to state and federal laws, accurate documentation, and a high level of ethical responsibility in managing funds for vulnerable individuals.
Core Responsibilities
1. Fiduciary & Financial Management
• Receive, manage, and disburse Social Security and SSI funds on behalf of beneficiaries.
• Ensure funds are used for current needs first (housing, food, clothing, medical care), with remaining funds conserved appropriately.
• Develop and maintain individualized monthly budgets for each beneficiary.
• Monitor account balances to ensure compliance with SSI resource limits (e.g., $2,000 threshold).
• Maintain separate, properly titled accounts reflecting fiduciary ownership (beneficiary retains ownership of funds).
2. SSA Compliance & Reporting
• Maintain accurate and detailed records of all expenditures and conserved funds.
• Complete and submit annual Representative Payee Reports to SSA in a timely manner.
• Report required changes to SSA, including:
o Address or living situation changes
o Income changes or employment
o Hospitalization, incarceration, or death
• Cooperate with SSA audits, reviews, and redeterminations.
• Ensure compliance with SSA policies regarding use, conservation, and accountability of funds.
3. Case Management & Client Engagement
• Meet regularly with beneficiaries to assess current and foreseeable needs.
• Develop individualized spending and savings plans aligned with each person’s needs and goals.
• Educate beneficiaries (to the extent possible) and caregivers about benefits, budgeting, and spending.
4. Documentation & Internal Controls
• Maintain complete case files including budgets, receipts, case notes, and SSA documentation.
• Follow internal accounting controls, including reconciliation and audit readiness practices.
• Track back payments and ensure timely spend-down planning when required.
• Ensure compliance with Arc Jacksonville policies regarding fiduciary responsibilities and financial oversight.
5. Interdisciplinary Collaboration
• Work closely with:
o Guardianship staff
o Life Path Case Managers
o Finance Department
• Submit fund requests and coordinate disbursements according to established procedures.
• Participate in team meetings, audits, and program development efforts.
Qualifications:
Education
• Bachelor’s degree in social work, human services, finance, or related field required
Experience
• Minimum 2 years of experience in:
o Case management
o Benefits administration
o Financial or fiduciary services
• Experience with individuals with intellectual/developmental disabilities is strongly preferred.
Knowledge, Skills, and Abilities
• Knowledge of SSI/SSDI benefits and SSA representative payee requirements
• Strong understanding of fiduciary responsibilities and ethical financial management
• High attention to detail and accuracy in financial documentation
• Ability to manage multiple beneficiary accounts simultaneously
• Strong communication and interpersonal skills
• Proficiency in Microsoft 365 and electronic case management systems
Disclaimer
This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities. The Arc Jacksonville, Inc. reserves the right to modify duties as needed to ensure compliance with SSA regulations and organizational needs.
Salary: $45,000 salary annually
Please note that all employees must complete a background screening housed and managed by the Agency for Health Care Administration called the Florida Care Provider Background Screening Clearinghouse. The Clearinghouse is a first-in-the-nation enterprise system for background screening results of individuals required by law to undergo screening for employment in positions that provide services to vulnerable populations, as mandated by section 435.12, Florida Statutes.
To learn more and complete your screening, please visit info.flclearinghouse.com.
Salary : $45,000