Program Support Specialist - Forensic Services Unit

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Job description

Job Responsibilities:

Position Summary: This position provides administrative oversight and support services to the staff of the Conditional Release, OARS, JBCR/OCRP and Court Liaison programs

Essential Functions:

• Responsible for providing administrative support to the Conditional Release, OARS, JBCR/OCRP and Court Liaison teams as needed (memos, letters, copy, fax, scan, filing, mailings, FSIS and SharePoint data entry, etc.).
• Provide accurate, relevant information to key stakeholders in the criminal justice system, treatment community and public (including DHS, court personnel, MHI, DOC/DCC, jail transport, WFU, WSP, etc).
• Secure required documents (court orders, criminal complaints, forensic evaluations, discharge orders and community/institutional records) for NGI, JBCR/OCRP and OARS participants from appropriate entities.
• Ensure appropriate court documents specific to NGI, JBCR/OCRP, and OARS participants are uploaded to SharePoint and disseminated as per protocol (or as requested by staff) to DOC/DCC, DHS, WMHI, MMHI, WSP, Milwaukee County, and other parties.
• Perform accurate and timely data entry using multiple data fields and systems (FSIS/ OARS Production, SharePoint, AWARDS, etc.).Use SharePoint to capture case note entries of all participant and program related activity.
• Use SharePoint to open files and save documents for CR, OARS and JBCR/OCRP participants.
• Run weekly discrepancy reports from FSIS and OARS Production to ensure data entry completion.
• Responsible for completing and sending participant service budgets to subcontractors and following up when needed.
• Monitor monthly billing process, ensure timely vendor invoice submission, track and process participant contributions to care, and request updated licensure/insurance from vendors.
• Professionally communicate with all vendors to ensure accurate and timely invoicing.
• Provide billing education to all new subcontracted service providers.
• Process participant assistance requests, working with accounting and supervisors to ensure the effective and timely processing of assistance checks.
• Review all incoming invoices for accuracy and completeness using Paper Save.
• Track and monitor security deposits paid out to landlords, ensuring rental information letters are sent outlining landlord responsibility for returning deposits.
• Provide assistance compiling and assembling data for reports using available resources.
• Close participant files when indicated, documenting information in SharePoint, FSIS, and Microsoft Word files.
• Create templates for program reports, court letters and other documents as needed.
• Complete CIBs on all CR and OARS admissions.
• Track, and compile civil rights forms from staff on all new program admissions.

Other Duties and Responsibilities:

• Maintain inventory of office supplies, placing orders when necessary.
• Manage service of major office machines for the program in conjunction with IT.
• Responsible for greeting and responding to internal and external inquiries (phone and office door).
• Assist with participant satisfaction survey reports.
• Other job-related duties may be necessary to carry out the responsibilities of the position .

Job Qualifications:

Knowledge, Skills and Abilities:

• Above average communication and writing skills necessary
• Good organizational skills
• Proficient computer skills including Microsoft Word, Excel, Power Point
• Ability to work with multiple databases
• Typing skills 60 WPM .
• Must be flexible and be able to handle confidential information in a sensitive manner.
• Ability to interact with individuals diagnosed with mental illness.
• Ability to work independently with a minimal amount of supervision but must be a strong team player as well. Ability to multitask, take initiative and apply knowledge to variety of circumstances.

Minimal Qualifications and Salary Schedule:

• High School diploma/ equivalency required plus 2 years of experience working with office/financial related activities.
• Must pass the agency criminal background check, as well as the caregivers background check.

Other Job Information (if applicable):

Work Relationship and Scope:

Reports directly to the Forensic Services Unit Program Director and supports members of the Forensic team (CL, OCRP, JBCR, CR, and OARS staff) by providing administrative and financial activities. Interacts and maintains good working relationships with WCS staff, DOC agents, DHS staff, prison staff, county court personnel, MMHI/WMHI staff, and subcontracted service providers.

Personal Attributes:

Follow agency Code of Conduct and Core Values; adhere to established policies and procedures of the agency and of all funding sources; conduct self in an ethical manner; maintain professional and respectful relationships with program staff, other WCS staff, participants and all external persons and agencies involved with service provision; positive attitude and interpersonal skills; dependable; sensitivity toward cultural, ethnic and disability issues; demonstrate commitment to agency values and mission.

Working Conditions:

Work is performed in an office setting; job responsibilities are conducted in the office, at a desk, using the computer.

Hours: 40 hours per week, Monday through Friday, 8:30am-4:30pm although some flexibility is required.

Physical Demands:

Office work involves sitting at a desk and conducting computer activities; duties require excellent verbal, written and listening skills; hand and finger dexterity for data entry, typing and filing. Other work activities may involve movement within the WCS Administration Building.

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