Job Description

Program Support Specialist - Residential Re-entry Programs
Job Code: 2023-RRS-001
Location: Residential Re-Entry Services
Department: RESIDENTIAL
FT/PT Status: Full Time

Job Responsibilities:

Program Support Specialist
Residential Re-Entry: Parsons House, Swigart House and Glover House

Position Summary: This position provides administrative support to program staff.

Essential Functions: * Computer Efficient with MS Office products, and Internet.

• Knowledge of all Office Equipment; postage machine, copier, and printers.
• Operate and maintain all office equipment, coordinate all outgoing and incoming mail; inventory and order all office supplies, maintain office equipment repairs, contact WCS IT when needed.
• Answer Phones / Take messages, screen phone calls and delegate to proper person.
• Generate BOP Federal billing, BOP Federal Medical billing, UA billing, USPO Pre-trial billing, daily head count, staff schedules, staff roster, and all other reports as directed.
• Maintain all UA\xe2\x80\x99s taken in SecurManage, order all UA forms, cups, baggies, and air bags.
• Medical Coding and process all resident medical treatment and payment requests.
• Manage all subsistence payments, make all copies of dispersal notes, fill out and distribute payment receipts when needed.
• Issue receipts for funds received, manage petty cash and follow procedures for handling money.
• Assist with management of referrals.
• Maintain and update resident\xe2\x80\x99s records in the R3M and SecurManage.
• Take residents picture and thumb print upon arrival to the facility.
• Mail out White cards and Transfer orders to returning BOP institutions.
• Send out new resident\xe2\x80\x99s acceptance letters, house rules, and brochure.
• Make-up new arrivals files, DHC files, and break-down discharge files.
• Coordinate yearly destructions of resident files.
• Effectively communicate and develop good working relationships with coworkers.
• Attend all training sessions, and scheduled computer Relias Learning trainings.
• Attend leadership meetings.
• All other duties as directed to meet the responsibility of the position.
• Enforce all Federal Bureau of Prisons Statement of Work and contractual standards and Parsons house rules governing the residents.
• Prepare required reports and documentation such as disciplinary and accidents, incidents reports, escapes, residents\xe2\x80\x99 sign in/out.
• Notify appropriate staff of unusual client activity.
• Monitor / account for bus-pass usage and pick up when needed.
• Maintain compliance with licensing and contractors\xe2\x80\x99 codes.
• Understand and adhere to established policies and procedures.
• Conduct drug screening when needed

Specific to Community and Reintegration Services Division: * Monitor Program Data Collection System (PDCS) for Swigart House and Joshua Glover House to ensure that referrals are accepted or denied within the appropriate time frame.

• Monitor Division staff roster for the Community Reintegration Services Division (Monthly) to ensure that it is current.
• Monitor Division staff roster for the Community Reintegration Services Division (Monthly) to ensure all staff are current with WCS trainings
• Attend Reentry meetings upon request
• Assist Quality Assurance Manager with special projects
• Assist Division Administrator with special projects upon request
• All other duties as assigned.

Other Duties and Responsibilities

1. Keep Security Office organized

2. Create a professional atmosphere for staff and residents

3. Assist in training of staff in use of computers and other office equipment

PM21

Job Qualifications:

Minimal Qualifications:

• High School Diploma, with a minimum of 2 years of previous administrative office experience, including general bookkeeping, medical coding and billing experience. Must have exceptional written and oral communications skills. Must have exceptional knowledge and experience in use of computers, software applications and all other office related equipment.

PI208556951

Wisconsin Community Services