Individual Funds and Benefits Specialist

Location: Hartford, CT (On-site) | FLSA Classification: Full-Time, Non-Exempt (40 hours per week) | Reports To: Controller

Harc provides lifetime support to individuals with intellectual and related disabilities and their families so they may enjoy lives of quality, inclusion, and dignity. Established in 1951 by compassionate parents, Harc advocates for inclusion, opportunity, and dignity through community-based services that span from birth throughout the lifespan, including supportive, enrichment, employment, and residential supports in Greater Hartford.

About the role

The Individual Funds and Benefits Specialist supports approximately fifty individuals by managing their financial assets and federal and state benefits. This role involves reviewing, reconciling, and auditing bank and PEX statements, collaborating with DDS, DSS, and the Social Security Administration to ensure individuals obtain and retain benefits, and supporting special projects as assigned.

Responsibilities

• Financial Asset Administration
  • Review and process additional funding requests, including preparing checks and adding funds to PEX cards.
  • Monitor individual balances to ensure sufficient funds for planned activities and expenses.
  • Review PEX and asset balances to ensure sufficient funds for monthly PEX reloads.
  • Prepare transfers from the PEX Operating Account to individual PEX accounts.
  • Troubleshoot PEX card declines, blocks, and other card-related issues.
  • Load, track, reconcile, and upload receipts for temporary PEX cards.
  • Order and replace PEX cards as needed.
  • Identify and recommend improvements to financial workflows, processes, and forms.
• Financial Asset Monitoring and Reporting
  • Compile the monthly Excel-based balance report for individuals using PEX and Bank of America systems.
  • Monitor individual asset balances and report spend-down needs to the Residential Team to remain within DSS and SSA asset limits.
  • Assist with developing and reviewing individual budgets.
• Banking Transactions
  • Prepare and enter ACH transactions in CashPro to move money between Harc’s Operating account and individuals’ bank accounts.
  • Reconcile individuals’ bank accounts and PEX statements regularly.
  • Assist the Accounting Manager and Controller with reconciling Harc’s Operating Account and general ledger accounts pertaining to balances owed to or from individuals.
• Auditing of Individuals’ Accounts
  • Review and audit transaction logs, receipts, ledgers, and forms for completeness, accuracy, and appropriateness.
  • Investigate discrepancies and missing documentation, communicating findings to the appropriate House Manager and/or Director.
  • Respond to requests from external auditors and state agencies for information and supporting documentation.
• Individual Benefits Administration
  • Obtain and prepare forms and documentation for individuals to apply for and maintain benefits throughout their participation in Harc programs.
  • Complete annual redeterminations to help ensure individuals maintain eligibility for benefits.
  • Collaborate with families, guardians, internal departments, and state/federal agencies (DSS, SSA) to help individuals obtain and retain benefits.
  • Respond to inquiries from state and federal agencies regarding benefit eligibility and changes.
  • Investigate changes to benefits and communicate relevant updates to appropriate parties.
  • Develop and maintain tracking systems for individual benefits and renewal dates.
  • Provide education and guidance to families, guardians, and Harc employees on eligible benefits, ABLE accounts, funeral accounts, and related resources.

Key Competencies

• Attention to Detail and Accuracy: High level of accuracy in reviewing documentation and financial information to identify discrepancies and prevent errors.
• Record-Keeping and Organization: Maintain accurate, up-to-date records in compliance with agency, state, and federal policies.
• Critical Thinking and Analysis: Identify potential issues, investigate discrepancies, and analyze information to determine next steps.
• Problem Solving and Initiative: Proactively identify issues, seek solutions, and work independently while escalating matters as needed.
• Communication and Collaboration: Excellent interpersonal skills for effective communication across the organization, families, guardians, and government agencies.
• Integrity and Trustworthiness: Demonstrates honesty, accountability, and sound judgment in managing funds and confidential information.
• Systems and Process Improvement: Identify and recommend workflow and process improvements to promote efficiency and compliance.

Requirements

• 2+ years of experience in accounting, finance, banking, benefits administration, or a related field.
• Proficiency in Microsoft Office Suite, particularly Excel (sorting, filtering, conditional formatting, pivot tables, VLOOKUP/XLOOKUP).
• Familiarity with basic accounting principles.
• High School Diploma or GED.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field.
• Experience with PEX Cards and the PEX platform.
• Familiarity with Bank of America CashPro.
• Understanding of MIP/Abila.
• Experience working in a mission-driven or human services setting.

Work Environment and Physical Requirements

• Ability to sit, stand, walk, bend, reach, or perform other physical activities as required.
• Ability to use standard office equipment and technology.
• Occasional lifting and/or moving of materials weighing up to 10 pounds.

Employment depends on successfully passing all required background checks and clearances according to state regulations.