Description

Envision Unlimited is a large non-profit agency committed to providing services for adults with intellectual/developmental disabilities and/or mental illness. We emphasize quality services that promote choice, independence, and community integration. Through the collaborative efforts of an interdisciplinary team, our members receive person-centered services aimed at improving the functionality and practical application of social, financial, and emotional skills. In addition, we work to build partnerships with our community to enrich the lives of our members by creating lasting opportunities that will strengthen relationships for a lifetime. Our programs include, but are not limited to, ABA Therapy for Children, Community Day Program, Community Living, Mental Health, Employment and Career Services, and Foster Care.

Purpose:

The Administrative Specialist is a member of the Front Door Diversion Program, a program funded by Illinois Department of Human Services – Department of Mental Health. This program works with individuals who would like to transition from inpatient hospitalization to a lower level of community based mental health care. The person who fills this position will be responsible for assisting the Front Door team with program operations. Though the majority of the work will be administrative in nature, there will be opportunity to collaborate with our team to develop better methods for collecting data and providing critical social services. 

Essential Responsibilities, include but are not limited to:

· Data Validation and Reporting:

-Validation of data submitted by team for weekly/monthly/quarterly reports to IDHS-DMH.

-Completing weekly/monthly/quarterly reporting for FDDP.

-Identify errors in data entry and communicate errors to team on daily basis.

· Budget:

-Collect receipts, categorize transactions, and file weekly reimbursement paperwork for each team member’s Global Cash Card.

-Collect daily mileage from team members and keep mileage log for each employee. Submit mileage reimbursement form for each team member at a minimum frequency of one time per month.

-Track purchase of new equipment for team, for submission to finance department and state.

-Submit financial report and prepared FDDP DMH invoice to finance department every month for review and submission to state. (Submit to Natalie)

· Referral Processing:

-Monitoring referral site for new referrals.

-Opening referrals to team: creating new SharePoint file, logging referral, and communicating availability of new referrals to team.

· SharePoint Development:

-Update policy, procedure, and form changes from IDHS-DMH to SharePoint.

-Update client roster to SharePoint and create new files and tasks for each new client.

-Upload new referral lists and documents to SharePoint.

· Organizational Duties:

-Taking Meeting Minutes, during weekly Team Huddles.

-Managing team member training folders and training due dates.

-Assisting with the organization of SharePoint site and documents.

· Teamwork and Support:

-Ability to learn operational processes and people involved, to assist team members in connecting to the correct department or person (HR, finance, training, IT, etc.)

-Assisting manager with team building activities, awards ceremonies, team birthdays, and other events.

· Position may be required to work nights and weekends or be available to direct work on weekends to staff providing coverage.

OTHER EXPECTATIONS

· Employees shall respect the diversity of all individuals (e.g., clients, co-workers, stakeholders) and refrain from any form of discrimination and/or based upon a person’s legally protected characteristics or conduct, including but not limited to race, color, religion, sex, national origin, age, disability, sexual orientation, and gender identity or expression.

· Employees share the responsibility of creating and maintaining a welcoming, supportive, and inclusive work environment. 

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all employees so classified.

Requirements

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

EDUCATION, SKILLS, and/or EXPERIENCE

· Combination of education and experience:

-High school diploma or general education degree (GED) required. Associate’s Degree in Business Administration preferred.

-Minimum of 2 years of clerical, secretarial, or office administration experience.

-Notary Public Certification is preferred.

· List specific technical skills 

-Proficient computer skills, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Microsoft 365 (Power Automate, SharePoint, OneDrive, OneNote.)

-Competence using email based e-fax services, encryption, automated emails, and Outlook calendar.

Envision Unlimited provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Envision Unlimited offers competitive salaries and a generous benefit package to our professionals:

Blue Cross/Blue Shield Medical Coverage: HMO, PPO, HSA

Dental and Vision Insurance Options

Flexible Spendings Accounts

Company paid Life Insurance

13 Paid Holidays 

Paid vacation, sick time, and personal days

403B plan

Voluntary Life, STD and other benefits

In house training and CEU’s

Employee Assistance Network

Support for pursuing clinical licensure (financial and time off)

Opportunity for career growth & development