Shire Jobs

GENERAL SUMMARY

This position offers essential clerical support to the department, assists with overseeing budgets from multiple funding sources, maintains handouts, files, and office inventory. This position is responsible for greeting visitors and answering general questions from the public, participants, attorneys, and other professionals, in a fast-paced office environment. This position requires maintaining a high level of confidentiality in compliance 42 CFR Part 2, HIPAA, and other federal, state, and local mandates. Lastly, the position may involve undertaking various other assigned duties and tasks.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Receives and processes invoices, determines proper funding source and line item for payment, and prepares invoices for all office and program related expenses.
• Processes claims and reimbursement reports for grant reimbursement, tracks receipt of payment and reconciles accounts.
• Assist with preparing monthly, quarterly, and year-end reports to the state to meet grant requirements and certification for multiple grant awards and programs.
• Responds to inquiries at the counter and on the telephone, provides information on OCC programming and problem solving court procedures. Researches case activity for attorneys, case managers, probation offices, and other stakeholders and others and directs people to the proper court, individual or office.
• Assists with monitoring budgets. Organizes and maintains related documents and accounts. Tracks budget adjustments and assists with audits.
• Provides administrative support to assigned department and management staff. Prepares board minutes, correspondence, reports, programs, mailings, and statistical data. Assists with developing brochures, flyers, and other informational documents.
• Maintains office inventory. Tracks supply needs, orders and restocks as necessary. Maintains office equipment, including copy and fax machines.
• Opens cases and enters, tracks, and maintains accurate and up-to-date client data into state of Michigan required databases and various other data entry programs and spreadsheets.
• Conducts and observes participant urine and/or saliva drug testing as needed and testifies in court regarding results when required.
• Tracks and coordinates drug testing to meet program certification requirements and to ensure proper billing and payment.
• Assists with issuing, collecting, and/or disseminating appropriate program paperwork, including intake documents, releases, program rules, and eligibility information.
• Participates in treatment court certification interviews with the State Court Administrative Office.
• Assists with financial and program audits pursuant to contractual requirements.
• Creates essential court orders and other necessary documents, meticulously monitoring the signature process to ensure timely processing and certification requirements.
• Maintains confidentiality as required per 42 CFR Part 2, HIPAA, and other federal, state, and local mandates.
• Assists with downloading data from alcohol monitoring devices and scheduling appointments and hearings.
• Prepares agendas for meetings
• Performs related work as required.

MINIMUM QUALIFICATIONS

Required Education and Experience

Education: Work requires knowledge of a specific vocational, administrative, or technical nature t