Representative Payee Coordinator

Morrison Center • Westbrook, ME

2d

About The Position

The Representative Payee Coordinator is responsible for coordinating representative payee services and supporting related administrative, financial, operational, and compliance functions for the organization. This role assists with client fund management, financial recordkeeping, documentation oversight, reporting, audit preparation, and cross-department operational support to ensure accuracy, accountability, efficiency, and compliance with applicable regulations and organizational policies. The Representative Payee Coordinator works collaboratively with program staff, leadership, guardians, families, and external agencies to support effective financial management, administrative coordination, and service continuity for individuals served.

Requirements

• High school diploma or equivalent required
• Strong organizational skills and attention to detail.
• Ability to manage confidential and sensitive information professionally.
• Proficiency with spreadsheets, databases, and electronic documentation systems.
• Effective communication and interpersonal skills.
• Ability to prioritize tasks, manage deadlines, and work independently in a fast-paced environment.

Nice To Haves

• associate degree or related experience preferred
• Experience in administrative support, bookkeeping, financial coordination, healthcare, human services, or related field preferred.

Responsibilities

• Coordinate and maintain representative payee services in compliance with organizational policies and applicable regulations.
• Monitor and maintain accurate financial records, account balances, expenditures, and supporting documentation for individuals served.
• Assist with budgeting, reconciliations, reporting, and financial tracking activities.
• Support personal needs allowance (PNA) tracking, reconciliations, and related documentation processes.
• Assist with invoice tracking, receipt collection, reimbursement documentation, and purchase tracking activities.
• Prepare and organize required financial records, reports, reconciliations, and audit documentation.
• Identify discrepancies, concerns, or financial issues and escalate appropriately.
• Maintain organized electronic and physical documentation systems.
• Support operational tracking systems, reporting functions, and administrative workflow processes.
• Coordinate financial correspondence, benefit notices, mail distribution, and related communications.
• Serve as a liaison between program staff, guardians, families, finance personnel, and external agencies regarding financial and documentation needs.
• Provide cross-department administrative support to assist with workflow continuity and operational efficiency.
• Assist with onboarding support related to representative payee procedures and financial documentation requirements.
• Participate in special projects, operational improvement initiatives, and organizational support activities as assigned.
• Support internal compliance reviews, audits, and quality assurance activities related to financial documentation and administrative processes.
• Monitor completion and accuracy of required forms, records, and supporting documentation.
• Assist with preparation for external audits, licensing reviews, and compliance inspections.
• Support policy implementation, documentation standardization, and process improvement initiatives.
• Maintain confidentiality and secure handling of financial and personal information in accordance with organizational and regulatory requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED