Billing Administrative Assistant

Position Summary:

Person in this position will be responsible for providing administrative, billing, payroll, and clerical support to the program. Essential job functions include those listed below.

Essential Job Functions:

• Retrieve gate sheets on a daily basis and enter hours of all staff members into WestCare intranet database/Paycom
• Develop familiarity with WestCare HR and payroll policy and procedure regarding time accruals, benefit accruals, and with union contract.
• Prefill employee time sheets based on information obtained from gate sheets.
• Meet with employees to obtain signatures on WestCare and IDOC leave requests and required forms based on gate sheet data.
• Compare gate sheets and prefilled time sheets to ensure consistency on weekly basis.
• Monitor benefit time available to employees weekly and ensure accurate benefit time reporting and usage.
• Enter data in billing spreadsheet and deliver with supporting documentation to IDOC business manager.
• Meet with IDOC business manager to resolve discrepancies/disputes.
• Continuously update gate sheets based on staff roster to deliver accurate blank sheets to gate in timely manner.
• Notify Sheridan officer manager and/or program director immediately of any delays and/or barriers to process.
• Continuously monitor quality of project process and provide feedback for performance improvement measures.

• Provide administrative/secretarial support to the office manager and program director and/or assistant program directors, e.g., scheduling appointments; correspondence; handling incoming/outgoing phone contacts; typing monthly, quarterly, and annual reports; and other related duties.
• Coordinate and prepare for designated programmatic meetings, including meeting announcements, agenda, meeting materials, and recording/transcription of minutes of meetings.
• Provide clerical support to the counseling and administrative staff as requested.
• Assist in the development and implementation of substance abuse treatment policies, procedures, and program materials.
• Maintain filing system for administrative files and other relevant files.
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
• Perform any other duties as assigned.

Essential Qualifications:

Certifications/Licenses:

• Not applicable for this position

Education:

• Associates degree or equivalent is required.

Experience and Competencies:

• Previous experience in a secretarial position, preferably in a social service setting
• Must be highly organized, detail focused, and have excellent time management
• Must possess strong computer skills, to encompass all Microsoft Office applications
• Excellent communication and interpersonal skills
• Superior writing skills
• Ability to pass background check
• Ability to obtain and maintain OIG LEIE clearance
• Ability to pass pre-employment drug screening
• Ability to exercise good judgment and discretion
• Ability to work well in a team environment

• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality
• Must have professional appearance and demeanor
• Must be culturally/linguistically sensitive to populations served
• Ability to obtain and maintain clearance from Illinois Department of Corrections
• Ability to obtain and maintain CPR certification, first aid certification, and an annual tuberculosis test

Working Conditions:

• Work is primarily performed in an institutional setting.

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required, which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved verbal de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employees essential job functions and to observe client behavior and activities in and out of the facility.

• The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.
• Requires the ability to work under stress and in emotionally charged settings.
• The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.