Client Funds Coordinator

Job Title: Client Funds Manager

Classification
:
Non-Exempt

Department
:
Finance

Revision Date
:
September 24, 2026

Reporting Relationships

Reports To:

Director of Finance

Positions Supervised:
None

Summary

The Client Funds Manager is responsible for the accurate management and oversight of client financial accounts, benefits, and related records. This position supports individuals receiving services by maintaining client funds, reconciling bank and EBT accounts, administering Representative Payee and benefit programs, processing payments and billings, and ensuring compliance with all applicable financial and reporting requirements. The Client Funds Manager works collaboratively with internal departments, guardians, vendors, and government agencies to ensure client financial needs are met in a timely, accurate, and professional manner.

Essential Duties and Responsibilities

• Manage and reconcile client funds, petty cash accounts, bank accounts, and EBT accounts in accordance with agency policies and applicable regulations.
• Maintain accurate financial records for assigned clients, ensuring proper documentation, filing, and record retention.
• Prepare banking deposits and ensure funds are deposited into the appropriate client or business accounts.
• Process payments for client expenses, including medical bills, rent, utilities, personal needs, and approved purchases.
• Prepare, issue, and monitor checks, recurring payments, and other disbursements in a timely manner.
• Apply for, maintain, and monitor Representative Payee, Social Security, EBT, and other public benefit programs for clients.
• Complete and submit required reports, including Representative Payee reports and Social Security wage reports.
• Develop, maintain, and monitor client financial plans, budgets, and spending guidelines.
• Review client account activity to ensure sufficient funds are available to meet current and future needs.
• Gather, review, and maintain receipts, invoices, statements, and supporting documentation for all financial transactions.
• Research and resolve discrepancies related to client funds, benefits, banking transactions, billing, and financial records.
• Serve as a liaison with clients, guardians, representative payees, government agencies, financial institutions, vendors, and internal staff regarding client financial matters.
• Provide training, guidance, and ongoing support to staff regarding client fund procedures, documentation requirements, receipts, purchasing guidelines, and agency policies.
• Assist with internal audits, external audits, and regulatory reviews by providing accurate records and documentation.
• Ensure confidentiality and security of all clients financial information in accordance with agency policies and applicable regulations.
• Provide exceptional customer service and maintain professional communication with clients, families, guardians, staff, and external partners.
• Perform general administrative and departmental support functions as assigned.

Education and Experience

• High school graduation or equivalent required.
• Bachelor’s degree preferred.
• 2 years previous Financial or Accounting experience.
• Quick Books and Quicken software experience preferred.
• Proficient reading and arithmetic skills required.
• Advanced knowledge of Microsoft Office programs including Excel, Word, PowerPoint and Outlook.
• Ability to accurately keyboard 70+ wpm.
• Proficient 10 Key Skills.
• Excellent written and oral communication skills.
• Problem resolution skills and grace under pressure.
• Advanced Customer Service skills.
• Quick Books and Quicken experience preferred.

Pay

$25.$27.00/hour

Benefits

• Health & Wellness:
  Medical, Dental, and Vision insurance coverage (for employees working 30 hours or more per week)
• Supplemental Health Options:
  Voluntary Accident, Hospital Indemnity,…