Fiscal Specialist I (Client Trust Funds)

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Partnership for Strong Families is the lead agency for a community-based network in 13 counties in North Central Florida, providing services to ensure the safety, well-being and security of its children and families through foster care and related services. We are seeking a Fiscal Specialist I (Client Trust Funds) to join our team. This position obtains, maintains, and processes client information and the Master Trust Fund as it relates to individual Client Trust Funds. This position serves as a backup to other Fiscal Specialists and reports directly to the Accounting Manager.

Location: Gainesville

Mission: To enhance the community’s ability to protect and nurture children by building, maintaining and constantly improving a network of family support services.

Vision: To be a recognized leader in protecting children and strengthening families through innovative evidenced-based practices and highly effective, engaged employees and community partners.

Responsibilities include:

  • Conducts Third Party Queries with Social Security for children entering care to determine if they have benefits.
  • Processes applications and functions in the capacity of  Representative Payee status.
  • Records SS benefit deposits to individual accounting ledgers. Contacts our accounting firm if  statements are not received in a timely manner.
  • Oversees Master Trust/Client Trust Fund (CTF) accounts and serves as a liaison to Social Security Administration, care management staff, and foster parents in regards to the Client Trust Fund accounts.
  • Maintains detailed and accurate accounting ledgers for CTF accounts constantly analyzing balances, notifying Family Care Counselor when accounts approach policy specified limits, so Expenditure Plan can be established or fund withdrawal to ensure the balances do not exceed established limits.
  • Maintains constant communication during the process to ensure FCC follows the approved DCF list of “Suggested Uses of Benefits”.
  • Ensures that all CTF ledgers are reconciled monthly to the Contracted Fiscal Agent account balances.  Completes bank reconciliation reports to DCF annually or as requested.
  • Completes quarterly certification report and submit to DCF by the 20th of the month following the end of the quarter, as well as the monthly cost of care reports and submits for payment to the DCF Region.
  • Responsible for all fund withdrawals in regards to the Client Trust Fund and returns all funds to SSA for children no longer under the care of PSF.
  • Maintains a Client Trust Fund records to include client ledgers.
  • Completes and submits to DCF, the Notification of Foster Care Funding Form for all children receiving SSI benefits with assistance as needed from Eligibility staff.
  • Works with Eligibility staff to make sure that children continue to receive Medicaid when their SSI funding is stopped or reduced.
  • Prepares Partnership’s records for internal and external audits, as well as reviews by Social Security and DCF.
  • Notifies Social Security of changes in placement, including children leaving care or changing facilities, especially when it affects benefits, and completes reports as required.
  • Conducts pre-service or in-service training as requested by Training staff or other community agencies.
  • Assists Eligibility Specialists as needed utilizing FSFN, PKids, contacting Social Security Administration, and with the preparation of bank deposits.
  • Inquires with Social Security on Rep Payee application status for those over 30 days for the reason for the delay.
  • Submits the Notarized Client Money and Property Form to DCF within 30 days after receiving the client’s assets.
  • Communicates with the FCCs to obtain overdue receipts from either from the FCC, Foster Parent or Group Home if not received within 10 business days after the check issuance adhering to the PSF policy.
  • Provides the FCC Master Trust information for the Judicial Review.
  • Captures all documents to client file in Perceptive Content and file hard copies in trust folder.
  • Assists department staff in all department activities. Cross train with all department staff to be backup as needed.

This list of essential functions is not intended to be exhaustive. Partnership for Strong Families reserves the right to revise this job description as needed to comply with actual job requirements.

Minimum Qualifications:


  • Associate’s Degree from an accredited college or university.
  • One year experience in bookkeeping and/or accounting.
  • Related experience may be substituted for the required college education.
  • Proficiency in Microsoft Word and Excel.
  • Must have a valid Florida Driver’s License, have an acceptable driving record, and have access to reliable transportation.


  • Experience with document imaging software.
  • Experience with electronic invoicing application.
  • Experience using FSFN.

For more information about Partnership for Strong Families, please visit us at

PSF is an EEO/AA/ADA/VP/Drug Free employer. 


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