Job Description Summary:

Processes all billing and other reimbursement requests between Child Welfare Services. Finance Department, administrative office and to the Department of Children and Family Services. Assures that submissions for reimbursements and billings are in line with agency policy and Department Rules and Procedures.

Reporting Relationship: None

Reports To: Office Manager II

Essential Responsibilities & Duties:

• Completes billing and prepares requests on form 1042 for reimbursement of contractual expenditures.
• Consults with Agency Financial Department to assure that clients are correctly enrolled in program and homes.
• Independently processes and submits all Payment Authorization Forms (906) for all new clients and all change of placement in accordance with Department Rules and Procedures.
• Determines appropriateness of Check requests and prepares for signature of program director.
• Enters and Updates into the Agency Evolve System.
• A primary contact for time and attendance issues and is authorized to edit time.
• Reviews and determines accuracy of foster parent board payments.
• Communicates and clarifies billing issues with DCFS personnel.
• Maintains vacation schedule for the program and process any payroll reports required by Agency.
• Manages the appropriate use of the agency Sears Card in compliance with agency and DCFS policy; prepares all requests for signature of program director.
• Receives all employee expense accounts and keeps a log of submission; prepares for program supervisors and program director approval.
• Distributes all inter office reports and mail.
• Works and assists all Special Event committees in the Division.
• Participates in the late-night schedule by closing building late at designated times.

Requirements 

• High school graduate or equivalent
• Three (3) years of secretarial, accounting clerk, or other business office experience
• A clear criminal background checks as applicable and fingerprinting. 

Knowledge/Skills/Abilities (K/S/A):

• This position requires the individual demonstrate the experiences, beliefs, attitude and awareness that indicate cultural sensitivity to the client population served.
• This position requires the individual possess the ability to partner with clients individually and/or in family to help them mobilize resources and build resilience.
• This position requires the individual possess the ability to coordinate effectively with other team members, other Agency resources and outside services in addressing client needs.
• This position requires the individual possess an understanding of evidence-informed practices, engagement strategies, boundary setting, concurrent documentation, working in a community setting, organizing, motivational interviewing, and family systems.
• Must be familiar with the operation of but not limited to desktop computer systems, cell phone, laptop, notebook, netbook, and tablet type devices knowledge of community resources and ability to use a variety of applications on a computer.
• Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered.

Mental/Physical Demands:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Environmental Conditions:The noise level in the work environment is usually moderate. Duties are performed in a typical office environment. No unusual or adverse working conditions exist. This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements.