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.