Client Funds and Payroll Coordinator

Overview

Title: Client Funds and Payroll Coordinator

Location

• Developmental Disabilities Program Department, 701 N Broad Street, Philadelphia
• Reports To: Executive Program Director
• Availability: Immediate

Schedule
:
8:30am – 4:00pm   Mon-Fri (35 hours/week)

Salary and Grade

$25 per/hour; 77; Non-Exempt

The Salvation Army is hiring and offers truly excellent benefit package to eligible employees including:

• A generous paid time off every year that includes holidays, personal days, vacation time and sick time.
• Employer funded Pension Plan (company contributions begin after 1 year of employment)
• Comprehensive health care coverage with low-cost employee premiums, co-pays and deductibles
• Eligibility for supplemental insurance plans including Short Term Disability, AFLAC and Voluntary Term Life

Flexible Spending Accounts

Eligibility for the Federal Government’s Public Student Loan Forgiveness Program

Most importantly – a job with a good purpose!

Position Overview

This full-time position includes responsibility for monitoring client funds and finances, including the processing and payment of individual expenses, monitoring, review, analysis, tracking, and reporting as required. This position functions as the primary point person for departmental client financial management to both Developmental Disabilities Program (DDP) and Divisional Headquarters (DHQ) staff, as well as program participants and outside financial professionals. All tasks and projects are performed while strictly adhering to departmental procedures and maintaining compliance with state and federal regulations governing individual funds and financial activity.

Strong verbal and written communication skills are essential to relay information accurately, ensure confidentiality, and meet all regulatory requirements in the release and handling of information and documentation. This role is also responsible for processing DDP (PA) hourly staff payroll, coordinating company vehicle management and vendor relations, and providing scheduled cross-training and back-up duties for the Accounts Payable/HR Assistant.

Responsibilities

Description of Position

CLIENT FUNDS DUTIES

Monthly Client Financial Reviews: Reviews client finances monthly with Pennsylvania Program Coordinators and Directors (including reviews of bank account activity, purchases, expenditures, and client inventory). Identifies accounts nearing authorized limits, documents communications to Program Directors and the Executive Director, and tracks receipts and verifies client funds in bank accounts monthly (electronically when possible) to protect individuals from losing benefits or to identify the need for application to the Pooled Special Needs Trust (PSNT). Creates monthly summary reports of financial issues, tracks action and resolution, communicates with management, and provides troubleshooting assistance.

Bank Account Management & Liaison: Monitors and assists in processing changes to individual bank accounts. Serves as the liaison between DDP management, bank representatives, and THQ to submit documentation for required signatures from THQ authorized signers through the TSA Electronic Contracts Database. Tracks submissions and distributes approvals.

Board of Trustees & THQ Legal Approvals: Manages the submission of all applications for new bank accounts, changes to existing accounts, and Social Security Representative Payeeship status to THQ Legal for Board of Trustees approval and corporate execution as directed:

Forwards all requests for signature changes to THQ Legal for Board of Trustees approval and corporate execution.

Ensures the Command provides a list of all bank account signatories to the Board of Trustees for approval.

Maintains an up-to-date tracking list for each individual account containing: Site Name, Individual's Name, Program Coordinator Name (primary signatory), and Program Director Name (alternate signatory).

Maintains a corresponding list of signatories for Social Security reports submitted to the Board of Trustees, including Site Name, Individual's Name, Program Director Name (primary signatory), and DDP Executive Director (alternate signatory).

Reviews and approves all Social Security and Representative Payee reports prior to signature and mailing.

Account Reconciliation: Reconciles all client accounts within ten working days of receiving bank statements. Immediately reports any discrepancies or the appearance of impropriety to the Program Director, Executive Director, and Financial Secretary.

Pooled Special Needs Trust (PSNT) Administration: Serves as the primary point person for the development, ongoing maintenance, and management of the PSNT. Identifies eligibility, maintains documentation, reviews and processes applications, monitors transaction usage, and acts as the liaison between THQ and DDP for required authorizations and signatures. Proposes qualified individuals for PSNT membership based on bank account thresholds, reviews proposed purchases for appropriateness and trust compliance and prepares documentation for THQ executive signatures and check distribution.

Confidential Recordkeeping: Maintains current and confidential client financial files for all individuals in DDP-PA programs, including bank account numbers, addresses, Room and Board contracts, financial liabilities, SSI reports, burial accounts, award letters, Waiver re-certifications, EPA PSNT details, and direct debit forms.

Procedure Documentation: Maintains a complete, up-to-date procedure book to serve as a practical reference guide for staff cross-trained in Client Funds Monitor (CFM) tasks.

Auditing & Compliance: Conducts quarterly quality and compliance audits of individual client funds and petty cash in Pennsylvania, and in Delaware upon request. Performs financial systems audits on-site and executes client funds analyses as requested.

System Transitions Support: Assists with monitoring and processing changes to individual bank accounts—including signatures, representative payee documentation, and corrections—as new administrative systems are developed involving THQ oversight and signatory responsibilities.

Transaction & Invoice Reviews: Reviews individual spending, fund withdrawals, special service invoices, and loan repayments for exchange accounts. Receives money orders, checks, and associated invoices for PA program participants.

Personal Banking & Room and Board Processing: Mails money orders and checks for personal purchases on behalf of individuals and ensures automated direct debit for Room and Board payments is accurately reflected in bank statements.

Waiver & SSI Reporting: Reviews, verifies, and submits Waiver and SSI reports for signatures and mailing. Stores receive SSI checks securely in the safe and distribute them to supervisors for individual account deposits.

Audit & Regulatory Reporting: Prepares and monitors information required by funding entities and auditors related to client fund activities. Ensures compliance with both DDP and county/state regulatory policies, paying strict attention to the DDP Management of Personal Funds Policy and data confidentiality.

Quarterly Client Review Sheets: Submits Client Review Sheets detailing individual finance review results on a quarterly basis to each Program Director for review, follow-up, and sign-off. Coordinates communication regarding financial meetings.

Institutional Liaison: Serves as the primary liaison between financial institutions, the DDP Executive Director, and Program Directors/Coordinators regarding account activity, financial statement analysis, and review.

Annual Credit Checks: Performs annual credit checks for individuals in Pennsylvania programs to safeguard financial resource integrity and maintain acceptable credit standing.

Medical Invoice Verification: Reviews all medical and pharmaceutical invoices alongside the DDP Community-based Nurse to ensure pricing accuracy, service appropriate