Office Coordinator

Position Overview

The Illinois Department of Children and Family Services is seeking an organized, professional, and energetic individual to serve as Federal Financial Participation Office Coordinator. Under direction, performs a variety of para-professional and technical office support functions; evaluates information from various sources in order to establish the adoption/guardianship, foster care, and/or Pregnant and Parenting youth in care medical card process; registers new cases and initiates Medicaid coverage for DCFS youth in care and their children, if applicable, and maintains the integrity of the temporary card process; monitors and maintains the AA (Adoption Assistance)/KinGap, foster care, or Pregnant and Parenting youth in care medical card and temporary card process. This position provides a great opportunity for someone who is detail oriented and interested in playing a supporting role in the Department.  DCFS offers a competitive compensation plan, excellent benefits, and a pension program.  The ideal candidate for this position will have excellent organizational skills and strong communication skills.  We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois.

Essential Functions

• Performs a variety of paraprofessional and technical office support functions; evaluates information from various sources in order to establish the adoption/guardianship, foster care, and/or Pregnant and Parenting youth in care medical card process; registers new cases and initiates Medicaid coverage for DCFS youth in care and their children, if applicable, and maintains the integrity of the temporary card process; reviews and maintains the accuracy of the data in the DHS and HFS systems.
• Monitors and maintains the AA (Adoption Assistance)/KinGap, foster care, or Pregnant and Parenting youth in care medical card and temporary card process; receives daily, weekly, and monthly computer generated reports pertaining to the movement and eligibility status of youth in care and processes these reports to ensure the proper payment and medical coverage for youth in care; exercises judgment in conducting involved searches which require accessing multiple complex information systems regarding youth’s medical eligibility, medical care, and medical providers’ billing problems; reviews and corrects data to ensure proper usage and accuracy of recipient numbers of permanent medical cards for DCFS youth in care and/or their children.
• Provides secretarial and complex, specialized office support functions for the Manager; gathers information and keyboards various correspondence, reports, forms, etc.; responds to telephone inquiries; applies general knowledge of agency operations, rules, and regulations in explaining or clarifying rules, processes, procedures, or services available; provides technical assistance and information to field staff; provides assistance in maintaining all medical card related functions within the unit.
• As assigned, serves as unit timekeeper; records benefit time use; serves as liaison with the Payroll Unit regarding timekeeping issues.
• As assigned, receives and processes Medicaid applications for Department of Corrections youth in care who are placed outside DOC facilities; establishes a permanent medical card through the Department of Healthcare and Family Services.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to two years of secretarial/business college OR completion of high school and two years of related office experience OR two years of independent business experience
• Requires the ability to keyboard accurately at 30wpm

Conditions of Employment

1. Requires the ability to pass a background check

2. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

About the Agency

DCFS is deeply committed to the welfare and protection of children.  Our goal is to protect children by strengthening and supporting families.  In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus.  The Division of Budget and Finance plays a supporting role in the Department’s operations by working to ensure the agency’s financial stability and implementation of sound budgetary practices.