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 that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
Experience: At least 1-3 years of related work experience, such as secretarial or office management experience.
Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities.
Must pass drug screen and background check.
Required Licenses or Certifications
Must complete DCCMIS training, Fundamentals of Problems Solving Courts training, LEIN training, Treatment Court Confidentiality training, and other trainings as directed.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- Proper English grammar, spelling, punctuation
- Legal terminology and court procedures
- Principles and practices of basic bookkeeping
- Modern office procedures, methods and computer equipment
- Basic accounting, payroll, and budgeting principles.
- Word processing using windows applications and Excel programs.
- Adult Drug Court Standards, Best Practices, and Promising Practices
Skill in:
- Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
- Performing a variety of duties, often changing from one task to another of a different nature
- Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
- The operation of a computer, copier, and other standard office equipment.
- The operation of word processing, database, and spreadsheet applications.
- Organization and time management.
Ability to:
- Understand and carry out oral and written directions
- Accurately organize and maintain paper documents and electronic files
- Maintain the confidentiality of information and professional boundaries
- Establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with the public, community leaders, and other employees.
- Compile data and prepare accurate records and reports.
- Meet schedule deadlines of the work and prioritize duties.
- Review invoices for accuracy, differentiate between funding sources, and balance financial accounts with multiple funding sources.
- Type and enter data rapidly and accurately.
- Take notes and prepare minutes accurately.
- Effectively communicate and present ideas and concepts orally, and in writing.
- Critically assess situations, problem solve, and work effectively under stress, within deadlines, and changes in work priorities.
