Per Capita/Representative Payee Program Assistant Director
Closes: December 8, 2020 @ 8:59 p.m. PST
Department: Per Capita/Representative Payee Program
Reports To: Director
Hours: 40 Hrs/Wk – Full Time
Salary: DOQ + Benefits*
Must be a Puyallup Tribal Member.
*The Puyallup Tribe of Indians provides a generous benefits package that includes employer paid medical, dental, and vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.
This position is responsible for assisting the Per Capita Director in oversight of the complex daily operations of the Per Capita/ Representative Payee Department under the general direction of the Director. Provides oversight to the Payment Services and Representative Payee Units by performing the following duties and responsibilities:
Essential Duties and Responsibilities:
Payment Unit for Per Capita and Representative Payee Services:
Assists the Director in providing oversight of the accurate and timely processing of per capita payments each month:
Assists with the responsibility for the processing of two per capita payrolls; one for Tribal Members and one for Tribal Member children’s Trust Account. Provides oversight of the Payment Clerk for the accurate and timely processing of payments. Has direct responsibility for ensuring that all new Tribal Members are entered into the computer for each payroll.
Has direct responsibility for ensuring that Tribal Member information is updated in the system including deaths, births, address changes, direct deposit information, etc.
Has direct responsibility in the processing of stop payments on per capita checks.
Has direct responsibility in the preparation and entering of check voids and reissues on monthly basis in Ceridian.
Provides back-up to the Director for contact to verify check cashing requirements with financial institutions for Tribal Members cashing per capita checks.
Assists the Director with work related to the Enrollment Director on new Tribal Member enrollees on a monthly basis to ensure all eligible members are on the per capita rolls.
Has direct responsibility to meet regularly with the Tribal Accounting Department to reconcile any/all transactions that have an impact on per capita department and/or Tribe and delegates research to Payment Clerk for follow-up and resolution.
Oversees that Payment Clerk keeps accurate membership files and a paper trail on any re-issued checks, stop payments, and address changes, where and when checks were mailed, length of enrollment and receipt of per capita payments.
Works closely with the Director regarding levies from IRS on Tribal Members owing taxes; and at Director’s request, notifies Payment Clerk and verifies appropriate deductions are made.
Has direct responsibility to oversee payroll deductions on per capita payments due to fraudulent checks, levies and dual enrolled member reimbursements.
Assist Director with managing and solving problems that occur in the Representative Payee’s Department and act as a Director of the Payee’s in the absence of the Director.
Oversees departmental staff assignments and schedules. Discusses any issues with Director.
Attends Ceridian training as needed.
Under the general direction of the Director, prepares reports for Tribal Court as needed.
Assists the Director with oversight of ICW, Children’s Services and Tribal Court orders regarding per capita payments for children not living with their biological parents.
Provides information to Law Enforcement on fraudulent check investigations. Under the direction of the Director, works with Tribal victims, courts, financial institutions and follows established policies on fraudulent check cashing. Assists in ensuring victims of fraudulent check cashing are reimbursed.
Assists the Director in researching Tribal members who are dual enrolled and provides the information to the Director. May assist the Director in reporting the information to Tribal Council and the Legal Department. Assists the Director in preparing an agreement between the Tribe and the Tribal Members who received per capita payments erroneously when dual enrolled or not eligible as a member of the Puyallup Tribe in order to ensure the Tribe is reimbursed. Assists the Director with review of Trust Accounts to ensure there is no dual enrollment, and if there is, retrieve trust accounts back from the bank; prepares letters informing Tribal Members of action taken and sends to Tribal Council for signature.
Works with courts/attorneys and parents or legal guardians on custody battles and issues involving per capita issues and RPP issues.
Representative Payee Unit:
Has primary responsibility to assure that Representative Payees follow Tribal Code and Ordinances relating to working in collaboration with the most vulnerable members of the Puyallup Tribe. Assist Director in any investigation on RPP clients that is needed. If there are issues, discusses them promptly with the Director and implements plan of action determined by the Director.
Ensures that Representative Payees are acting in the best interests of the department’s clients in assisting them with their financial decisions.
Ensures Representative Payees are filing necessary quarterly reports of receipts and expenditures for and on behalf of the clients.
Assists the Director in preparation of quarterly reports for Administration review.
Performs other duties as assigned.
Assistant Director will manage scheduling of Per Capita and Representative Payee department staff. Carries out and Manages responsibilities in accordance with the organization's policies and applicable laws.
Specific responsibilities include training employees; planning, assigning, and directing work; addressing complaints and resolving problems. Appearing and representing for RPP/Per Capita in Court hearings. Any issues involving disciplinary action you will be assisting the Director. This position will act as the Director in the Director’s absence.
Qualifications and Requirements
Education and/or Experience
Bachelor’s Degree in Business Management or related field and three years of related experience working within a Tribal program. Must have at least one year of direct lead or supervisory experience. If no degree, then must have a High school diploma or general education degree (GED); and seven years of related experience in a Tribal program performing moderate to complex work assignments.
Will consider equivalent combination of education and experience. Intermediate to Expert experience and knowledge using word processing and spreadsheet and database programs (i.e. Word for Windows, Excel, Access, etc.) required. Ceridian or ADP experience required. Accounts Receivable, Accounts Payable and Payroll experience preferred.
Ability to read, analyzes, and interprets financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the community. Ability to write reports that conform to prescribed style and format. Ability to effectively present information to top management.
Ability to assist in the preparation of budgets and ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Licenses or Certificates
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 the employee from driving a GSA vehicle.
Other Skills and Abilities
Strong customer service skills and ability to work in a culturally sensitive environment under stressful conditions.
Must be a Puyallup Tribal Member.
Must maintain confidentiality at all times.
Works diligently to ensure that staff is cross-trained between all departmental positions in order to ensure team support and no interruption of services to the community.
Must be able to successfully pass a background check periodically throughout employment.
Must be organized, dependable, friendly, courteous and tactful.
This position may be required to telework on either a part time or full time basis depending upon the needs of the department and the organization. If required to telework, employee agrees to complete the Telework Agreement and abide by the Telework Policy and work expectations.
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 occasionally is required to stand and walk.
The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Ability to sit for extended lengths of time. Manual and finger dexterity for operation of personal computer and routine paperwork.
Lifting documents in excess of (25) pounds.
The noise level is low to moderate.
The physical exertion is low to moderate.
Work is primarily performed in an office setting, with some travel to project sites.
There are frequent employee contacts and interruptions during the day.
Position may be stressful at times due to multi-tasking and critical deadlines and due to the sensitive or confidential issues being addressed.
Requires occasional travel using employee’s own transportation.
Inside majority of time with limited exposure to outside elements.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises.
Indian Preference Employer as Required by Law
- Pay Type Hourly
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