Documentation Specialist, Public Fiduciary

Definition

Under general supervision from the Manager in the Office of the Public Fiduciary-Conservatorship division in the SRPMIC Finance Department, is responsible for improving the overall quality and completeness of Conservatorship and Guardianship client management documentation through routine audit, review and communication. This job class is treated as an FLSA Exempt.

Essential Functions: Essential functions may vary among positions and may include the following tasks, knowledge, skills, abilities and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

Examples of Tasks

1. Ensures client online files have been created in SharePoint and clients have been established in the public fiduciary online software within 30 days of receipt of a court order. Apprises Manager of any deficiencies.

2. Ensures that ward information and related documents exist in the online public fiduciary case management software including, but not limited to, date of birth, birth certificate, social security number and copy of social security card, Tribal ID number and copy of Tribal ID card, etc.

3. Ensures each client's online file contains all court-related documents including court orders, letters of appointment and acceptance, designation letters, hearing notices and other similar documents. Confirms the online public fiduciary software has record of each.

4. Ensures that an initial and required subsequent inventory of the Ward's assets are entered into the public fiduciary case management software.

5. Ensures there is consistency in folder and file naming among similar types of documents across all client files. Apprises Conservators of any needed corrections.

6. Ensures that an annual budget exists for each Ward. Notifies OPF Manager of any deficiencies.

7. Ensures thorough and accurate conservatorship reports, including budget reports and files with the Community Court have been submitted at least annually, or at a frequency specified by the Court, and to comply with Community ordinances. Notifies OPF Manager of any deficiencies.

8. Monitor true link card purchases made by other individuals other than the Ward.

9.Maintain resident ledgers for DTA or nursing homes, request monthly and file.

10. Enter annual budgets in to public fiduciary software.

11. Run and prepare annual reports when notified, submit to conservators for approval and file with court.

12. File documents needed with court and upload time stamped copies

13. Label and file monthly and quarterly bank statements

14. Process address changes for SSA, AHCCCS (AZDES) and other federal agencies.

15. Perform public notary functions for OPF and Finance in general.

16. Performs other job-related duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics:

• Knowledge of the culture, customs, traditions, history and government of the Salt River Pima- Maricopa Indian Community.
• Knowledge of generally accepted accounting, auditing financial principles and practices.
• Knowledge of banking and investment principles.
• Knowledge of record management methods.
• Knowledge of auditing and/or forensic accounting practices and principles.

• Skill utilizing the personal computer and related software including MS Office.
• Skill preparing a variety of computerized financial reports.
• Skill conducting research and using standard investigative techniques and procedures.
• Skill reviewing and evaluating a variety of financial and legal records.
• Skill understanding and applying complex rules, regulations, procedures and guidelines.

• Ability to communicate openly and effectively, both verbally and in writing.
• Ability to establish and maintaining effective working relationships with clients, Community members, Community officials, outside agencies and SRPMIC staff.
• Ability to analyze complex administrative, personnel and organizational problems.
• Ability to work in unusually stressful relationships with elderly, disadvantaged and mentally ill while making accurate and timely decisions.
• Ability to operate a variety of standard office equipment.

Minimum Qualifications

• Education & Experience: Bachelor's degree in Accounting or related field, AND experience of three (3) years full time, with progressively responsible professional level work in accounting OR an Associate's degree from an accredited college or university in Accounting, Finance, Business Administration or closely related discipline plus 5 years full time professional level work.
• Current Notary license preferred.
• Memberships or accreditations in auditing field organizations a plus.

• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified Community Member, then a qualified Native American and then other qualified candidate.

In order to obtain consideration for Community member/Native American preference, applicant must submit a copy of Tribal Enrollment card or CIB which indicates enrollment in a Federally Recognized Native American Tribe by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. The IHS/BIA Form-4432 is not accepted . Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.