Guardianship Finance & Operations Specialist

Guardianship Finance & Operations Specialist

Advocacy Programs / Family Service Association, Inc.

Position Overview

The Guardianship Finance & Operations Specialist is responsible for managing the financial aspects of guardianship cases while also providing administrative, accounting, and operational support to the agency. This role ensures compliance with state statutes and applicable laws related to guardianship and conservatorship, including inventories, accountings, reporting, and allowable expenses.

In addition, this position supports staff in meeting client needs, promotes the mission of the agency, and assists with daily operations such as scheduling, communications, financial processing, and reporting. The role requires strong attention to detail, sound judgment, and the ability to manage multiple responsibilities while acting in the best interest of the wards served. This position may also provide guidance or support to other team members.

Key Responsibilities

Guardianship Financial Management

• Determine and verify all assets and income for new wards
• Prepare and file initial inventories with the court
• Prepare and file annual and final accountings
• Communicate with the Register in Probate on financial matters
• Reconcile trust and client bank accounts
• Coordinate with financial institutions to access client funds
• Petition for fee orders and distribute to appropriate parties
• Manage guardianship accounts receivable (A/R)

Benefits & Eligibility Coordination

• Assist with Social Security applications and monitor status
• Complete and manage Representative Payee applications
• Coordinate new representative payee intakes
• Perform Social Security audits when new COLAs (Cost-of-Living Adjustments) are issued
• Report income changes to Social Security
• Initiate and maintain Medicaid applications and renewals
• Monitor Medicaid eligibility
• Assist with FoodShare applications

Accounting & Financial Operations

• Enter payments, deposits (EFT, checks, cash), and bills in QuickBooks
• Record credit card transactions
• Process inter-agency invoices and payments
• Enter invoices for Family Service Association and select Advocacy invoices
• Enter payroll and month-end journal entries
• Reconcile monthly bank statements (multiple accounts)
• Produce and maintain monthly board financial reports

Financial Oversight & Client Support

• Educate and support guardians on budgeting, spenddowns, and allowable expenses
• Maintain accurate documentation in the client management system

Administrative & Operational Support

• Schedule and confirm appointments
• Monitor emails, voicemails, faxes, and client communications
• Collect fees and assist with invoicing
• Open and distribute mail
• Prepare weekly deposits and perform reconciliations
• Audit client case files for reporting
• Take board and committee meeting minutes
• Support data collection and reporting
• Collaborate with administrative team members
• Perform other duties as assigned

Minimum Qualifications

• Bachelor’s degree in accounting, finance, business, or related field or
• High school diploma with extensive experience in accounting and administration
• Ability to work independently and manage multiple priorities

Skills and Competencies

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Proficiency in QuickBooks (required)
• Strong organizational and analytical skills
• Excellent communication skills
• High attention to detail and ethical judgment
• Ability to work collaboratively

Preferred:

• Experience with CPR or similar software
• Spanish bilingual
• Nonprofit experience

Equal Opportunity Employer

Advocacy Programs (Family Service Association, Inc.) is an Equal Opportunity Employer. We do not discriminate based on any protected status under applicable law.

Pay: $41,600.00 - $52,000.00 per year

Benefits:

• 403(b)
• Retirement plan

Work Location: In person