Tuesday, September 1, 2015

Catholic Community Services - Opeations Assistant - St. Pat's/Tacoma

Title: Operations Assistant Date Open: 9/1/2015 Date Closed: Open Until Filled
Family Preservation – St. Pat’s Reports to: Site Director
Full-time FLSA: Non-Exempt Starting Salary/Hourly Rate: DOE


The Family Preservation System provides an integrated and flexible array of strengths-based therapeutic services and supports to families and children with complex therapeutic needs. Family Preservation Services are delivered primarily in the client’s home or community and are designed to reinforce the strengths of the family to prevent the out-of-home placement of a child or prepare for the return home of a child from out-of-home care. Services focus on empowering the family to effectively use their strengths and abilities to address their needs and challenges with the primary goals of supporting them to become self-sufficient and to strengthen their relationships with community and natural supports that can sustain their long term success.

This position supports the administrative and operational functions of the office, which may include general office support, data entry and other administrative support.
Functions: General Office Support * Answer incoming phone calls, handle routine inquiries, and direct appropriate inquiries to appropriate staff person. * Greet visitors and clients and assist with inquires. * Coordinate and distribute incoming and outgoing mail. * Maintain adequate office supplies (including paper supplies, coffee/snacks) for the smooth running of the office. * Maintain phone lists for office staff. * Arrange staff travel, including airfare, hotel and car rental. * Interface with maintenance, copier repair, and cleaning crews. * Interface with wireless provider to order staff cell phones and resolve issues. * Assists in the hiring process by sending out correspondence for employment (postcards, acceptance letters, etc.), scheduling interviews and arranging interview packets. * Assists with the checking of references for candidates. * Assists in tracking mandatory HR requirements such as new hire paperwork, training certifications, performance evaluations, etc. * Creates training reminders and assists in setting up for trainings. * Other duties as assigned. Data Entry * Responsible for the quick and accurate entry of clinical and administrative data into the management information system(s), to include: client registration and demographics, diagnosis, authorizations, clinical services, referral and exit information, outcome data, expenses/concrete costs, purchase orders, credit card vouchers, gift card usage, petty cash, etc. * Assess the accuracy of clinical and administrative data prior to entry and facilitate corrections with supervisors and staff. * Responsible for initial and monthly Medicaid status checks for all mental health funded consumers in order to verify funding compliance and third party coverage and input all changes into the management information system (MIS).
Check error reports in data systems weekly and work with the Family Preservation MIS staff to resolve all errors prior to the end of the month. * Enter completed consumer satisfaction surveys into the MIS. * Verify all consumers’ funding and authorization limits monthly through state’s MMIS website and MHO or private insurance website. * Maintains up-to-date tracking list of open and closed clients.

* Associate’s degree or equivalent in experience. * Experience entering data into Electronic Health Records or similar data bases. * One year’s administrative support services experience working in an office with progressively increasing duties. * Strong computer skills especially in MS Office. * Accurate attention to detail with filing and data entry. * Excellent written and oral communication skills. * Excellent interpersonal and organizational skills. * Typing 50 words per minute, 10-key by touch. * Experience with multi-line phone system. * Must have reliable transportation, valid driver’s license, auto registration and automobile insurance. * Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract). * Applicant must successfully pass required background checks prior to an offer of employment. * Ability to work both independently and as a member of a team. * Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services. * Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations. PREFERRED QUALIFICATIONS * Experience working in a non-profit organization. * Familiarity with social service/mental health terminology and practices.
Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer
Please let us know if you need special accommodations to apply or interview for this position.

APPLICATION PROCEDURE Please go to https://careers-ccsww.icims.com/
to submit your resume, cover letter and application for this position.