02/28/2008 40200

FACILITY GUARDIAN OFFICER

DEFINITION:

This is financial planning work managing clients' funds in the Guardian Office of a state hospital, center for the developmentally disabled, or restoration center.

An employee in this job is responsible for serving as legal guardian or representative payee for all clients of the facility where there is no outside appointee, or for those who have authorized the appointment. Work involves fiscal management of accounts, control of investments, administration of record maintenance, fund disbursements, approval of expenditures, and fiscal counseling of clients and families. Employees assess financial status of residents and approve disbursement of funds according to state fiduciary regulations, department policy, legislation, regulations governing benefits, and in accordance with individual needs of residents. Work includes interpreting regulations governing the fiscal accountability for the clients to the facility staff, clients, private vendors, trustees, and client families. Work may involve the supervision of a small clerical staff engaged in reviewing, posting, and processing a variety of fiscal documents pertaining to personal funds and benefit accounts of clients. Supervision is received through personal conferences, review of completed work, reports and program objective accomplishments by an area administrative manager.

EXAMPLES OF WORK:

Acts as representative payee or financial legal guardian for clients where no outside appointee exists and for clients who have approved the representative payee appointment.

Assures that clients obtain federal, state, or personal funds to which entitled.

Assists benefit issuing agency representatives with eligibility and application procedures for benefits.

Completes required documentation to maintain benefit eligibility and supplies information for potential outside representative payees.

Assesses financial status of clients and makes decisions related to expenditures on behalf of a client, including method of payment.

Confers with various vendors and stores to establish credit and charge procedures and secure discounts for client shopping.

Analyzes investment schedules and invests client's money in financial instruments based upon analysis of ongoing cash requirements.

Contacts bank officials to establish checking and savings accounts and to make periodic investment changes.

Prepares or reviews monthly financial reports.

Monitors competency determinations and redeterminations to initiate the guardianship process.

Prepares financial reports and assists in the petitioning process for appointment of guardianship; testifies at court hearings for guardianship appointment.

Establishes burial funds, settles estates, prepares client estate inventories, accounts for client valuables, and approves expenditures of client funds.

Performs legal guardian tasks for clients outside of the facility until legal guardianship is terminated.

Prepares small estate petitions for deceased clients for use by legal counsel in lieu of an administrator.

Handles disposition of client’s property, such as investments, houses, cars, and life insurance policies through short and long term investments.

Selects and engages services of private attorneys to ensure that client's rights are protected in legal proceedings involving a client's estate.

Consults with clients, client's family members, and facility staff concerning availability of funds and fund reserves required to meet client's current and future financial needs.

Prepares and maintains or supervises the preparation and maintenance of client account ledgers reflecting receipts and disbursements.

Prepares or supervises the preparation of a variety of financial reports and correspondence.

Reviews client monthly care and maintenance assessments to ensure that all charges are in accordance with applicable billing regulations.

Attends and participates in court hearings, training sessions, and periodic staff and special project meetings.

Investigates and processes claims of client's lost or stolen property.

Prepares and submits requests for abatement or modification of assessed liability per department policy.

Develops and recommends changes of facility procedures for handling, requesting, and disbursing clients' funds.

Confers with facility staff to interpret and implement changes in procedure and policy relating to clients' funds.

Performs the full range of supervisory duties.

May participate in the performance of subordinates’ work consistent with operational or organizational requirements.

Performs other related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES:

Knowledge of financial planning principles and practices.

Knowledge of accounting principles and methods.

Knowledge of bookkeeping principles and practices.

Ability to read, analyze and interpret policies, procedures and regulations.

Ability to analyze written and numerical data.

Ability to interpret financial reports and statements.

Ability to establish and maintain effective working relationships.

Ability to communicate effectively orally.

Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING:

Four years of bookkeeping experience and one year of experience in financial planning or management of individual accounts.

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Two years of bookkeeping experience and one year of experience in financial planning or management of individual accounts, and an associate’s degree in business administration or accounting;

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An equivalent combination of experience and training, which includes one year of financial planning or management of individual accounts.