Payment and Database Specialist
Close: open until filled
Department: Children’s Services
Reports To: Lead General Welfare Payment Specialist
Hours: 40 Hrs/Wk – Full Time
This position is responsible for all tracking and compliance for the general welfare payments (GWP) made to PTCS clients. The position works directly with the Case Worker and the minor’s placement to ensure spending meets general welfare criteria. Filing, database management/input and court filings.
Essential Duties and Responsibilities
- Responsible for overseeing the general welfare payments for PTCS children in need of care.
- the child’s placement. Reviews documentation to ensure it meets general welfare parameters. Ensures that all funds are accounted for.
- Creates and manages general welfare filing system and tracking worksheet for each child in need of care.
- Responsible for creating PTCS GWP monthly receipt tracking form for placement’s use and updates as needed.
- Complete GWP application for new enrollees and annually for each child in need of care.
- Ensure there is an ICW/Puyallup Tribal Children’s Services inventory sheet for each child in need of care. Ensures that sheet is updated if the placement changes, annually and when cases close.
- Complete per capita/GWP memo for each child and submit to PTCS Case Worker and attorney for GWP order from the court.
- GWP list
- Coordinate with Per Capita and other departments regarding GWP questions and implementation.
- Answers questions that placements may have or directs them to appropriate staff member at PTCS department.
- Provide each placement with GWP guide which provides information as to approved expenses, documentation expectations, tax information and general procedure information.
- If there are any concerns with how the GWP of a child in need of care funds are being used or managed, work closely with the Case Worker to provide documentation and supporting information for the Representative Payee Program referral.
- Must maintain strict confidentiality. All information is to remain confidential unless authorized by supervisor, this is to include the sharing of information with clients, Tribal employees not in the department and community.
- As directed by supervisor, prepares correspondence, memos, reports and forms from notes for signature and distributes/mails as needed for case workers and/or to the court.
- Requests opening cases for Tribal payment only (TPO) and tracks and records all request for all financial assistance/belongings provided to the child.
- Tracks gift cards at time of placement and throughout the case in the child’s data base.
- Coordinates and moves child’s personal belongings with parents, caregivers and foster families, updating inventory lists at each move and/or a minimum of every 6 months.
- Maintain uploading of court documents including per cap orders and tax documents.
- Uploads historical information in new data base.
- Performs other duties as assigned.
This position has no supervisory responsibilities
Qualifications and Requirements
Education and/or Experience
Must have an Associate’s Degree in a related field and one year of direct client experience; or equivalent combination of education and experience provided there is demonstrated skills, knowledge and ability to perform the essential duties of the position. Knowledge of and work experience in child welfare is preferred. Intermediate to advanced skills in Microsoft Word and Excel required. Office experience, data entry, and experience working with native communities preferred.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Licenses Or Certificates
Must pass Washington State Department of Social and Health Services (DSHS) criminal history and CPS background inquiry every two years unless otherwise indicated.
Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. Driver’s License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.
Must be willing to attend training for professional development.
Works cooperatively to establish and maintain professional relationships with other Tribal departments that are responsible for sharing highly confidential information.
Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
Report to work on time and maintains consistent daily attendance at work.
- Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
- Requires the ability to read, write, communicate, and interpret information accurately in English.
- Requires the ability to concentrate and consistently produce accurate work.
- While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
- The employee frequently is required to stand and walk.
- The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
- Requires the ability to drive a GSA passenger motor vehicle.
- Position is stressful at times due to the sensitive or confidential issues addressed, as well as the number of assignments and deadlines that are required.
- The noise level is usually moderate.
- The physical exertion is low to moderate.
- Work is performed in an office setting and occasionally off site.
- There are frequent contacts and many interruptions during the day.
- Work may be stressful at times due to the sensitive or confidential issues being addressed and the number of deadlines and assignments required.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- 3009 Portland Ave E, Tacoma, WA 98404, USA