Client Funds and Payroll Coordinator

The Salvation Army • Philadelphia, PA

4d • Onsite

About The Position

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.

Requirements

• Minimum requirement of an Associate Degree OR 3 to 5 years of professional accounting or bookkeeping experience.
• Experience with basic to intermediate level Excel and spreadsheet software.
• Ability to utilize the core functions of word processing, database management, and electronic mail/calendar packages.
• Proficient calculator use with high numerical accuracy.
• Extremely detail-oriented with outstanding organizational, record-keeping, and tracking capabilities.
• Proven ability to multi-task, prioritize workflows, and consistently meet established deadlines.
• Flexibility, strong team-player orientation, and the ability to interact professionally and clearly with a wide variety of individuals.
• Strong verbal and written communication skills.
• As a Mandated Reporter, must provide proof of having completed training on recognizing and reporting child abuse meeting the training standards of PA Act 153 of 2014 with recurrent training required every five years thereafter.
• Meets the Child Protection Clearances required by PA Act 153 to include PA Child Abuse History Clearance, PA State Police Criminal Record Check and FBI Criminal Record Check.
• Must have an understanding of and support for the Mission of The Salvation Army.

Nice To Haves

• Experience with Therap software is strongly preferred.
• Experience with finance databases is strongly preferred.
• Experience with vehicle management, including corporate vehicle leasing, is strongly preferred.

Responsibilities

• 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 appropriateness, and proper insurance coverage.
• Bi-Weekly Timesheet Processing: Enters and processes bi-weekly timesheet data into payroll datasheets, verifies data accuracy, and follows up on payroll discrepancies. Enters and tracks benefit time (vacation, sick, personal), compares leave data against supporting documentation, and provides bi-weekly outstanding benefit reports to Program Directors. Processes Christmas bonuses and other financial increments (COLA, longevity, etc.).
• Troubleshooting & Collaboration: Assists management and staff in troubleshooting payroll and leave benefit issues in close collaboration with the DHQ Payroll Administrator.
• Personnel Action Forms (PAFs): Receives PAFs for new hires in PA and processes pay adjustments relating to payroll following HR and CFC approvals.
• Delaware Payroll Coordination: Keeps Delaware programs up to date on all modifications to payroll procedures, submission deadlines, and related protocols.
• Software & Database Management: Performs essential data entry into Dayforce, UKG, and other in-house tracking databases (managing Accounts Payable, HR records, payroll inputs, banking information, burial accounts, and vehicle files). Produce operational forms and reports as needed.
• Vehicle Management & Vendor Point of Contact (POC): Acts as the primary point of contact for external vendors regarding company vehicle services. Coordinates vehicle acquisition and leasing for company use, ensures current vehicle registrations, manages annual inspections, and oversees the distribution and tracking of insurance cards for all DDP Department vehicles.
• Gas Card Administration: Manages the distribution of company gas cards to authorized personnel and orders replacements as needed.
• Staff Guidance & Training: Provides support and training departmental staff regarding financial operations, timesheet completion, leave documentation, client fund procedures, banking rules, and general financial workflows.
• Cross-Training & Office Support: Maintains cross-trained capability to provide backup support to the Office Manager (distributing mail) and the Accounts Payable Manager (processing invoice batches, managing petty cash, distributing checks).
• Special Projects: Undertakes special projects, financial research, and detailed financial analyses as required by the management team, performing other related duties as assigned.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree