JOB SUMMARY

The Representative Payee works collaboratively with Plymouth tenants, Plymouth staff, and the Social Security Administration, to manage enrolled clients’ cash benefits to provide for their basic needs – housing, clothing, food etc. The position helps to support housing stability by supporting tenants in the collaborative development of a budget and ensuring efficient payment of monthly expenses as well as complying with all requirements of the Social Security Administration.

The Representative Payee maintains service delivery based on the values inherent in Plymouth’s mission, the principles of cultural proficiency and anti-racism; the tenets of harm reduction; and the “Housing First” Philosophy.

This is a unionized position represented by Local 8 of the Office and Professional Employees International Union (OPEIU).

ESSENTIAL JOB FUNCTIONS

(Responsibilities, accountabilities, and competencies; may not include all duties of this job.)

Supportive Services

• Work with identified tenants and housing case managers (HCM) to help initiate payee application with the Social Security Administration (SSA) or complete process to switch payee to
• Conduct in-person intake with tenant, with support from HCM as appropriate, to establish budget and savings
• Coordinate interim budget meetings with tenant and HCM upon
• Create spending plans with tenant and HCM if appropriate when tenants account balances are expected to exceed resource limits, or if tenants receive large sums of one-time
• Create and maintain respectful and trusting relationships with tenants, offering support and de-escalation as needed during direct service and in program communications.

Administrative and Financial

• Create/Maintain Monthly and Weekly distribution spreadsheets with tenant budgets; includes rent/tenant basic needs payments, building fees, repayment plans, and other vendor payments.
• Set up payments in GPS Exact software to reflect and reconcile with distribution spreadsheets each month; includes itemized review of each line item.
• Collect appropriate vendor and billing information for third party payments and provide vendor and payment information to
• Maintain release of information forms for third parties.
• Ensure that tenants’ SSI/SSA benefits are deposited to Plymouth account; daily check bank accounts associated with the Payee Program ensuring that deposits and debits reflect the information in GPS Exact.
• Ensure that rent and other third-party payments are paid in accordance with established budget, and that tenants’ personal funds are available via check, prepaid debit card, etc.
• Process interim budget modifications due to changes in tenant income or expenses
• Monitor account balances monthly to ensure compliance with SSI and Medicaid resource limits as applicable.
• Maintain weekly communication with SSA, and ensure information is updated and program operates in compliance with all SSA guidelines; includes completing annual reporting.
• Follow Plymouth program and agency policies and Provide input to program policies, procedures and goals as requested.
• Ability to create/utilize a shared tracking system to monitor the program’s activities per tenant; includes dates of applications, appointment dates, outcomes, follow up with tenants/HCMS and Social Security Administration, etc.

Collaborative

• Work collaboratively with all Plymouth departments to uphold the agency mission
• Work collaboratively with Finance to troubleshoot problems or errors that may occur.
• Work collaboratively with HCMs and building teams to ensure that program is meeting the needs of tenants, providing regular updates regarding payee program changes. Provides training in payee program procedures to newly hired HCMs.
• Maintain collaborative relationship with SSA so that tenants’ needs are served promptly, and program operates efficiently.
• Participate as needed in meetings with social services and building management team members to support the stability and retention of tenants.
• Participate in Plymouth committees and workgroups as appropriate.

Qualitative

• Promote a trusting tenant/staff relationship wherein tenants are encouraged to provide honest feedback regarding the service.

Other

Fulfill other duties as directed by Supervisor.

ESSENTIAL JOB QUALIFICATIONS

(Any equivalent combination of knowledge, skills, abilities, education, and experience.)

Education: Minimum of a High School Diploma or GED equivalent.

Experience:

• Experience working with people who are homelessness, mental illness, alcohol/substance use or from low-income backgrounds
• Experience with bookkeeping and accounting processes
• Proficiency with automated systems and willingness and ability to learn new software packages.

Knowledge Skills, and Abilities:

• Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
• Ability to travel amongst Plymouth buildings on regular basis.
• Excellent customer service with the ability to clearly communicate verbally and in writing
• Able to work independently, with initiative, and handle multiple priorities and tasks
• Able to work cooperatively in partnership with community agencies and resources.
• Ability to be flexible, supportive and to work cooperatively with staff as a member of a multi-disciplinary and diverse team.
• Knowledge of Microsoft Office applications; particularly Word, Excel, and Outlook
• Ability to produce high quality work reflecting attention to detail and accuracy