Benefits & Financial Coordinator in Trumbull, Connecticut at The Kennedy Collective Inc

About The Kennedy Collective

The Kennedy Collective is a Connecticut-based nonprofit organization serving individuals with intellectual and developmental disabilities (ID/DD), veterans, and individuals facing barriers to employment. TKC operates across Southern Connecticut through five divisions Administration, Program Services, Social Enterprises, Workforce Development, and Mobility Services providing person-centered residential, day program, employment, and community integration services alongside social enterprise businesses that create employment and generate mission-aligned revenue. TKC's Core Values are to Challenge the Status Quo, Build Community, Create Purpose and Ensure Inclusion. We believe in building high-performing teams, commit to continuous quality improvement, and create real opportunity for the people we serve, those who serve them and the communities we operate in.

Position Summary

The Benefits & Finance Coordinator ensures accurate and timely administration of benefits and financial entitlements for residents living in TKC group homes. This role manages Department of Social Services (DSS) and Social Security Administration (SSA) applications, renewals, and status changes; monitors resident bank accounts to maintain benefit eligibility; coordinates with group home managers and internal stakeholders; and maintains precise financial records to support audits, Individual Plan (IP) reports, and regulatory compliance. The Benefits & Finance Coordinator serves as the primary liaison between residents, families, government agencies, and TKC's Finance and Program Services teams.

Reporting Structure and Team Scope

This position reports to the Director of Finance within the Finance Department. The Benefits & Finance Coordinator has no direct reports and supports multiple group homes across TKC's residential program portfolio. The role operates independently with accountability for deadlines and accuracy while maintaining collaborative relationships with group home managers, the Finance team, and external agencies.

Key Accountabilities

• Drive 100% on-time submission of DSS applications and redeterminations to prevent gaps in resident benefits and healthcare coverage.
• Monitor group home residents' checking account balances monthly to ensure compliance with benefit eligibility thresholds and escalate risks immediately.
• Submit W-265 status change forms to DSS and notification letters to Social Security within 4 business days of resident move-ins, move-outs, or passing.
• Upload all Therap (Kibu) financial transactions and statements by the 5th business day of each month to support state audit requirements.
• Prepare and submit individual income tax returns by April 15th for eligible group home residents.
• Gather and verify financial data for Individual Plan (IP) reports including benefit amounts, account balances, trusts, and outstanding obligations.
• Maintain accurate tracking spreadsheets for redetermination dates, funeral contracts, and funeral home accounts with weekly updates.
• Process reimbursement requests and trust payments within 2 business days, communicating any delays to the Director of Finance.
• Respond to Finance and Operations inquiries within 24 hours, providing documented guidance on benefit-related questions.
• Achieve a quarterly file audit score of 98% or higher by maintaining accurate, complete, and audit-ready resident benefit files.

Competencies

• Financial Accuracy: Maintains precise records, identifies discrepancies, and ensures data integrity across all benefit applications and financial documentation.
• Regulatory Compliance: Understands DSS, SSA, and Medicare/Medicaid regulations; applies requirements correctly and maintains current knowledge of program rules.
• Timeliness and Deadline Management: Prioritizes competing demands, meets critical deadlines, and escalates risks proactively when delays are unavoidable.
• Communication and Stakeholder Management: Provides clear, timely communication to group home managers, families, and external agencies; builds effective working relationships.

Qualifications

Required:

• Associate's degree in Business Administration, Sociology Human Services, or related field
• 3+ years of experience in benefits coordination, financial administration, or related administrative role in a healthcare, human services, or nonprofit environment
• Proficiency in Microsoft Excel, Word, and Outlook; ability to create and maintain spreadsheets with accuracy
• Valid driver's license and ability to travel to group home sites and external agencies as needed
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion and maintain HIPAA compliance

Preferred:

• Bachelors degree in Business Administration, Accounting, Sociology, Human Services, or related field
• Experience with Therap or similar electronic health record/financial management systems
• Familiarity with CT DSS programs, Social Security benefits, Medicare, and Medicaid
• Experience working with individuals with intellectual and developmental disabilities

Physical Demands and Work Environment

This position operates primarily in an office environment at TKC's administrative headquarters (2440 Reservoir Ave, Trumbull, CT). The role requires:

• Extended periods of sitting and working at a computer workstation
• Frequent use of keyboard, mouse, and telephone
• Occasional travel to group home sites and external agencies (banks, DSS offices, Social Security offices, funeral homes)
• Ability to lift and carry files, documents, and office supplies up to 25 pounds
• Regular bending, reaching, and filing in office storage areas

Scope and Right to Modify

A. Acknowledgment of Scope and Right to Modify. The employee acknowledges that this job description is not intended to be an exhaustive list of all duties, responsibilities, or Key Accountabilities required of this position, nor is it a contract of employment. Duties, responsibilities, and Key Accountabilities may change at any time, with or without notice, and The Kennedy Collective reserves the sole and exclusive right to add, remove, or modify any roles, responsibilities, or requirements as it deems necessary to ensure successful operational impact. The employee agrees to perform other duties as assigned.