Job Information
Catholic Community Services Operations Coordinator I in Aberdeen, Washington
Overview
$23.62-$27.16 DOE
Join our Team! We offer an excellent benefits package! 3 weeks vacation * 12 days sick leave * 13 holidays* medical * dental* vision* life insurance * LTD * AD&D * pension * 403b * catastrophic & accident ins
Catholic Community Services, Adult Behavioral Health is the CCSWW provider of adult mental health services in Aberdeen, Washington. Aberdeen ABH offers services to meet the behavioral health needs of individuals experiencing mental health disruptions in their lives and provides some services to help address chronic homelessness. These services include in office, telehealth and some outreach mental health counseling, peer support and medication management while working to help clients take back their lives and engage in additional supports and services in the community. The Foundational Community Housing services provides case management to support clients who suffer from chronic homelessness in obtaining and maintain adequate housing.
The Operations Coordinator is responsible for providing administrative support by coordinating activities between each of Adult Behavioral Health programs, supporting programs and facilitating department objectives. This position is responsible for implementation and customization of department data collection and report production for Adult Behavioral Health. The position is also responsible for supporting the Adult Behavioral Health Team of 8 staff with day-to-day clerical tasks providing information and referral services; maintenance and safe keeping of clinical charts (such as: chart creation, filing, storage and archiving, tracking missing items and the creation and maintenance of clinical administrative forms).
Responsibilities
Collects, inputs, and analyzes statistical data needed to produce reports as needed for funders and other departments within Produce reports, presentations and briefs. Employee accomplishes this responsibility by completing the following tasks and others assigned as needed:
Serves as the Operations Coordinator for the Mental Health and Foundational Community Support Teams .
Organizes work by reading, routing, and answering correspondence, handling visitors, telephone calls, and taking the appropriate action, providing background information for appointments, collecting, maintaining and prioritizing information, managing standard operating procedures and telecommunications, and updating records and inventory.
Provides technical support for therapists, case managers and peer specialists in file organization. Assists in consolidation of multiple forms and in ensuring forms are complete.
Maintains active and closed clinical charts in multiple secure locations.
Types documents per requests.
Keeps an up-to-date tracking list of clients open and closed, and coordinates with data entry/intake-referral personnel to ensure that all files are turned in.
Works cooperatively with all staff to comply with contract requirements and best practice regarding disbursement of completed reports.
Provide back-up to other Mental Health and Foundational Community Support Team members on an interim or ad hoc basis, to include covering phones, special projects, medication management, etc.
Assistance with ordering supplies, helping with the organization of team offices.
Assisting Site Director and Operations Manager with the development of procedure forms for service delivery and organization.
Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics including:
Maintains master copy of all forms electronically and a physical hard copy.
Obtains and copies information from client records as requested by staff.
Participate actively in the development of an Electronic Heath Record system.
Maintains department schedules by keeping calendars for department personnel; arranging meetings, service room reservations, classes, conferences, and travel.
Oversee and coordinates the day-to-day operations, activities, and coordination of Adult Behavioral Health QA activities. Provides guidance, leadership, and direction as needed. Responsibilities include personnel management supplies and equipment ensuring compliance with regulatory, quality, and executive standards Participate in the implementation of various process improvement goals and projects.
- Under the direction of the Site Director and Operations Manager, keeps updated regarding QA requirements as relates to the clinical record.
Reviews and incorporates new and changed requirements in paperwork expectations in file completion checklist.
Reviews ECR files to ensure documentation is complete including requests for and management of documentation to inform case coordination, screening and assisting with intakes for new clients.
Assures that all documentation, written and online, is completed in a timely and accurate manner.
Address operational issues and concerns brought within the department in a timely fashion.
Oversee and coordinate operations to ensure operational standards are meet and excellent customer services are achieved through out the department.
Educate operations on best practices, company policies and service excellence standards.
Develop and maintain operational guidelines for operations within the department.
Oversee operational cost, risk and audit activities for each program that the operations assistant is in charge of within the department.
Assist in interviewing, recruiting, training, performance evaluation, and termination activities.
Evaluate current operational strategies and recommend improvements for each program.
Generate operational reports for management as needed.
Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).
Other duties as assigned
Contribute to short and long-term organizational planning and strategy through supporting the management team:
Attend weekly operation meeting with Management team
Submit operation report
Take meeting minutes and accurately enter data to maintain the overall structure and organization to ensure that the clinical chart includes all necessary paperwork.
Monitor compliance with standards for timeliness and completeness of document submission and work with administrative and clinical leadership as it relates to direct service staff participation.
Data entry of information into various databases such as: the Care Logic Electronic Health Care Records.
Collects and inputs statistical data needed to produce reports as needed for funders and other departments within CCS as it pertains to the Mental Health and Foundational Community Support Teams.
Develop and carry out an efficient documentation and filing system
Send proposed agendas to teams so they have a baseline for planning the next meeting agenda Invite agenda item submission from all meeting attendees prior to the meeting Write up agenda including all items carried forward from previous minutes and new items received from the meeting attendees and meeting leader. Send completed agenda to all participants prior to the meeting taking place.
Disseminate minutes via Email to all participates to facilitate team communications and making sure everyone is kept in the communication loop, even if they were not able to attend the
Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
Ensuring the lines of accounting are correct and all permissions for other than normal hours (i.e. Overtime, Comp Time, Travel Comp Time, and annual and sick leave) are properly recorded and approved prior to validation and certification by the employees' respective supervisors.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
Perform other related duties as required or instructed, including providing support to other areas of work
Assist with staff schedule and finding staff coverage as needed.
May assist in ordering supplies for the department.
May be assigned to take inventory of department supplies/equipment.
Associates Degree in administration, social service, business or related field or 4 years’ experience providing program assistance/coordination
3 years’ experience as Operations Assistant/executive support.
Excellent knowledge of Microsoft Office. Excellent computer skills and experience with Window and databases.
Experience working with office management systems and procedures.
Ability to work with a diverse group of people with chronic mental health, chemical dependency and legal problems.
Demonstrated ability to type accurately and efficiently.
Ability to be flexible, meet deadlines, and work effectively under stress
Excellent interpersonal skills to include excellent communication and writing skills
Must be very organized, with a strong ability to multi-task
Ability to draft emails on behalf of high-level managers intended for senior level managers.
Be a positive and proactive team member.
Applicant must successfully pass required background checks prior to an offer of employment.
Must have reliable transportation.
Must have an acceptable driving record per CCS' driving policy, (required to provide current driving abstract).
Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations
PREFERRED QUALIFICATIONS:
Bachelor’s in administration, social service or related field
Must have 2yrs experience working with the homeless populations.
Proven experience as an executive Operations Assistant, senior executive assistant or in other secretarial position.
Background in SharePoint as a power user or administrator, a knowledge of Office 365 and ability to implement and customize collaboration solutions within Office 365
Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.
Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer.
All protected classes are encouraged to apply.
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
Job LocationsUS-WA-Aberdeen
Posted Date2 weeks ago(4/30/2024 2:03 PM)
Job ID 2024-7705
of Openings 1
Category Hidden (22277)
Min USD $23.62/Hr.