Program Specialist

POSITION TITLE: FINANCE PROGRAM SPECIALIST II (PROGRAM SPECIALIST II #590)

STARTING MONTHLY SALARY: $3,295

Reporting to the Chief Financial Officer, provides clerical support to the management and professional staff of the center departments: Fiscal Support Services, Funding & Disbursements, and School Business Services. Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of agency and department policies and procedures.

Duties and Responsibilities:

• Provides clerical support to the director, supervisor, and professional staff of Fiscal Support Services, Funding & Disbursements, and School Business Services.
• Answers phones and directs calls.
• Opens mail.
• Assists with a variety of correspondence, reports, and presentations, proofreading and editing to provide accuracy.
• Organizes and maintains files.
• Responds to inquiries requiring general knowledge of program operations.
• Assists with conference planning.
• Maintains logs for various functions.
• Schedules appointments.
• Makes travel and meeting arrangements and prepares expense claims.
• Maintains confidentiality for information related to personnel and department claims.
• Cross-trains and collaborates with center support staff to provide back up support to all departments in the center.
• As assigned by the Chief Financial Officer, may include tasks such as the following: assisting with clerical duties for both travel and commercial vouchers; assisting with clerical duties for receipts, including preparation and submission of daily receipt deposit transmittals for federal fund drawdowns and preparing cash receipt listing for any payments received; assisting in the agency cost allocation process, which includes Cost Allocation Tracking System (CATS) corrections, alternative allocation recording, reporting and technical assistance; logging and uploading annual finance reports, school district budgets, and all other reports; providing administrative support to the Illinois Purchased Care Review Board (IPCRB) staff in the department.
• Attends monthly board meetings, records minutes and board actions, posts agenda and approved minutes to the IPCRB website.
• Prepares cash receipts listing as needed.
• Updates department file on grant authorization forms approved in expenditure review meetings.
• Serves as a timekeeper, maintaining and completing employee attendance in the Human Resources Management System (HRMS).
• Maintains all documentation for audit purposes.
• Maintains and completes Management Information Database Accounting System (MIDAS) functions, including maintenance of a tracking system to ensure timely submission.
• Serves as inventory clerk, maintaining inventory records, documenting all inventory movements, and ensuring inventory control procedures are adhered to by staff.
• Prepares and submits purchase requisitions and order office supplies.
• In coordination with the agency's records management coordinator, serves as a liaison for records management.
• Performs other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, computer work and/or other specialized training.
• Extensive knowledge of office practices and procedures.
• Knowledge of personal computers and software packages.
• Proficiency in Microsoft Word and Excel.
• Working knowledge of grammar, spelling and punctuation.
• Excellent communication, organization and interpersonal skills.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications:

• Some college or technical training.
• Experience coordinating clerical and office procedures for a large department.