Finance Manager - Client Funds

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.

· QuickBooks 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.

· QuickBooks 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, and Critical Illness insurance coverage options through MetLife.

Mental Health & Support: A fully employer-paid Employee Assistance Program (EAP) available to employees and their households free of charge. 

Retirement Planning: A 401(K)-retirement plan, which employees become eligible to participate in after one year of continuous service.

Time off: Accrued Sick time, plus an 8-hour Personal Day awarded annually on your work anniversary. Vacation time is offered after one year of continuous service. 

Certificates, Licenses and Registrations

· None

Knowledge, Skills and Abilities

Language Skills: Excellent reading comprehension and written communication skills required. For example: ability to read, analyze, and interpret documents, reports, technical specifications, governmental regulations, and correspondence. Ability to apply proper grammar, spelling, punctuation, and format to communications. Ability to present information in one-on-one, small group, and large group situations to management and staff.

Mathematical Skills: Ability to work with basic mathematical concepts and ability to draw and interpret graphs.

Reasoning Ability: Ability to solve a wide range of practical problems and deal with a variety of concrete and complex variables; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; and ability to deal with multiple variables.

Computer Skills: Ability to operate related computer applications (i.e. word processing and spreadsheet applications), and business equipment including personal computer, copy machine, fax machine, and telephone.

Physical Demands

Talking: Able to convey detailed or important instructions or ideas accurately, loudly, or quickly.

Average Hearing: Able to hear average or normal conversations and receive ordinary information.

Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.

Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.

Physical Strength: Frequently required to sit, stand, and walk and occasionally required to stoop, kneel, crouch, or crawl. Occasionally required to lift and/or move up to 50 lbs.

Your Work Place

Internally, work is normally performed in a climate-controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, and fumes are very limited. Noise level is moderate and may include sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in the normal performance of job duties.

Intent and Function of Job Descriptions

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions

are an integral part of any effective compensation system. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by management as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.