Pooled Trust Administrator

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Description

Purpose:

The Pooled Trust Administrator serves as the senior leader responsible for the development, implementation, administration, and ongoing operation of AIM Services' Pooled Trust program. This position provides strategic and operational leadership to ensure the trust is administered in accordance with federal and state regulations, Medicaid and Supplemental Security Income (SSI) requirements, fiduciary responsibilities, and nonprofit best practices.

The Pooled Trust Administrator oversees all aspects of trust operations including participant enrollment, trust administration, account management, distributions, regulatory compliance, reporting, financial oversight, stakeholder relationships, and program growth. They collaborate closely with AIM leadership, legal counsel, financial professionals, government agencies, community organizations, and families to ensure the trust fulfills its mission of protecting assets and income while supporting the independence and quality of life of individuals with disabilities and seniors.

Through strong leadership, effective systems management, and sound fiduciary oversight, the Pooled Trust Administrator ensures the Pooled Trust operates with integrity, efficiency, compliance, and exceptional service.

Leadership Core Competencies:

Respectful: treats everyone with professionalism and compassion recognizing individual uniqueness and needs. Displays honesty, integrity and humility. Makes difficult decisions with empathy.

Responsible: accepts accountability for their own actions and the actions of others. Holds others accountable. Puts the interests of the organization above their personal interests. Is personally invested in the success of the organization.

Builds Partnerships: values and builds a collaborative culture and spirit. Willing to learn from others. Moves others to take action. Pro-actively resolves conflict. Follows through in a timely manner. Anticipates and solves problems promptly with flexibility and creativity.

Commits to Service Excellence: focuses on the needs of the people served. Constantly reassesses processes, procedures, principles, searching for improvement opportunity. Improves performance by introducing unique and leading-edge concepts. Encourages good ideas from staff. Defines and puts into action, Best Practices. Sets and achieves high standards of performance. Challenges the status quo.

Develops People: Inspires and challenges others to reach their full potential. Celebrates the accomplishments of others. Effectively provides feedback to staff and colleagues, including the timely completion of staff's annual performance evaluations. Recruits and retains exemplary staff. Understands and applies all agency policies.

Essential Functions:

• Lead the establishment, implementation, and ongoing administration of AIM Services' Pooled Trust program.
• Ensure all trust operations support AIM Services' mission while promoting financial security, independence, and quality of life for the people we serve.
• Maintain comprehensive knowledge of federal and state laws, regulations, and guidance governing pooled trusts, special needs trusts, Medicaid, SSI, and related public benefit programs.
• Develop, implement, and maintain policies, procedures, and systems necessary for compliant and efficient trust operations.
• Oversee participant enrollment processes including intake, eligibility review, trust agreements, documentation management, and orientation.
• Ensure the proper administration of individual beneficiary accounts, including deposits, expenditures, reporting, recordkeeping, and account reconciliation.
• Review and approve trust disbursements to ensure compliance with trust documents, Medicaid and SSI requirements, fiduciary obligations, and program policies.
• Maintain accurate and complete trust records and ensure all participant information is safeguarded in accordance with privacy and confidentiality requirements.
• Monitor changes in regulatory and legal requirements and implement operational changes as necessary to maintain compliance.
• Serve as liaison with legal counsel, regulatory agencies, financial institutions, auditors, families, care coordinators, advocates, financial planners, and community partners.
• Develop and oversee quality assurance processes to ensure accuracy, compliance, accountability, and exceptional customer service.
• Prepare and present operational, financial, compliance, and program performance reports to the Chief Executive Officer, Leadership Team, Board of Directors, and regulatory entities as required.
• Work with the Compliance Officer and CFO to ensure appropriate internal controls and risk management practices are established and maintained.
• Promote the Pooled Trust through community outreach, professional education, marketing initiatives, and relationship development with referral sources.
• Provide education and guidance to participants, families, service providers, and community partners regarding pooled trust services and public benefit preservation.
• Participate in strategic planning efforts related to the development and sustainability of the Pooled Trust program.
• Ensure all trust activities are conducted in accordance with fiduciary standards, ethical practices, and AIM Services policies.

Other:

• Administrator On-Call duties as assigned.
• Attend professional meetings.
• Committee membership as assigned.
• Any and all other duties as requested by supervisor.

Requirements

Qualifications:

• Bachelor's degree and Five (5) years of progressively responsible administrative, management, trust administration, financial services, disability services, or related experience.
• Three (3) years of supervisory experience preferred.
• Knowledge of asset management, Special Needs Trusts, Pooled Trusts, Medicaid eligibility requirements, SSI regulations, fiduciary responsibilities, and applicable federal and New York State regulations.
• Ability to interpret complex regulations and communicate them effectively to participants, families, and professionals.
• Experience developing policies, procedures, and systems to ensure regulatory compliance and operational excellence.
• Ability to manage confidential financial and personal information with a high degree of accuracy and professionalism.
• Strong analytical, organizational, and problem-solving skills.
• Proficiency in Microsoft Office and trust administration, financial, or database management systems.
• Valid NYS Driver's License that is acceptable to Agency Insurance standards.

Physical/Cognitive Requirements:

• Ability to maintain a high level of professionalism and confidentiality. Ability to remain calm in stressful or demanding situations.
• Sitting and/or computer use for extended periods of time.
• Bending, reaching, pushing, pulling as needed in the workplace - must be able to lift a minimum of 10 pounds.
• Demonstrated interest and ability to facilitate the personal outcomes of the people receiving services.