• Secretary/Receptionist – Skagit Family Center

    Job Locations US-WA-Burlington
    Posted Date 3 weeks ago(5/8/2018 3:56 PM)
    Job ID
    # of Openings
    USD $15.30/Hr.
  • Overview

    Incumbent provides secretarial support and reception for the Skagit office.  Incumbent is responsible for maintaining confidential consumer files, prioritizing work, and is able to work under pressure to meet deadlines.


    Part-time Flex, 20 up to 37.5 hours per week; hours are based on program need.


    Starting Salary/Hourly Rate:

    $15.30 - $16.07/hr. DOE, plus excellent holiday / vacation / sick pay and health benefits!


    For internal candidates/union positions only: Compensation is set by agreed to language in the Collective Bargaining Agreement between CCSNW & SEIU 1199NW and determined based on experience.




    Knowledge of programs and staff duties.

    Knowledge of Individual/Family and Wraparound Program.

    Provide CMH Administrative Assistant Relief (vacations, absences, etc.):

    • Ability to phone screen consumers, schedule assessments, assembles assessment packets, and performs “financial”
    • Secretarial support:  document scanning, typing, data entry, RSN paperwork & file management.

    Word Processing/Typing/Data Entry:

    • Compose from letters and create report forms.
    • Revise forms on computer.
    • Proof read work.
    • Complete projects in a timely manner.
    • Prioritize assignments by asking for due dates. 

    Reception: Calls and In-Person Contact:

    • Screen, announce, and transfer calls; take messages.
    • Assess emergence of and ensure appropriate parties are contacted in crisis situations.
    • Answer inquiries, provide program descriptions and give referrals.
    • Maintain scheduler in Raintree/EMR.
    • Announce client arrivals to Clinician, track no shows/cancellations.
    • Notify main desk as necessary of lengthy or unusual absences and important messages (i.e., transportation, emergencies, vacations, etc.).
    • Maintain waiting room control and neatness.
    • Open, date stamp, sort and distribute mail and log checks.
    • Call families to remind of appointments or to reschedule missed appointments.

    Consumer Medical Cards and Payments:

    • Collect medical cards, track Provider One eligibility, and maintain tracking lists.
    • Send copies of medical cards as needed by other programs, Accounting, clients, clinicians, or other providers.
    • Receipt and record consumer payments and send to Accounting.

    Confidential Client Files:

    • Open, close, archive consumer files.
    • Forward copies of appropriate forms to appropriate persons.
    • Maintain files with timely filing and in accordance with current Quality Improvement procedures.
    • Maintain paperwork tracking and due date system.
    • Copying/shredding/maintain forms supplies and set-up intake packets.
    • Assist in changing file systems.

    Quality Improvement/Assurance:

    • Keep up with changes in WAC/RCW/RSN requirements to be able to audit files and educate Clinicians.
    • Submit reminders to clinicians (and supervisor if requested) of paperwork needed.
    • Provide statistical reports as requested.


    • Schedule conference room for group meetings.
    • Attend all staff meetings and own supervision meetings.
    • Prepare agenda and/or meeting schedules as required.

    Scheduling Consumer & Case Meetings:

    • For designated programs, schedule new clients into available slots of appropriate clinicians for assignments.
    • Notify clients and/or clinicians of cancellations making incidental note in EMR.

    Upkeep of Manuals and Logs:

    • Medication logs and tickler system.

    Miscellaneous and Other Duties:

    • Open and close office (doors, cabinets, lights, machines, windows, coffeepot, etc.).
    • Supply, maintenance, room requests.
    • Bulk mailings, mail runs, maintain mailing lists, faxing, and recycling.
    • Charity or community projects. 

    Perform other work-related duties as assigned.



    • 1 year prior office experience.
    • H/S Diploma or GED.
    • Experience with multi-line phone system.
    • Strong word processing and data entry skills.
    • Experience with Microsoft Office software (MS Word, Excel).
    • Good composition, communication, and interpersonal skills.
    • Ability to deal with crisis situations.
    • 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.
    • Criminal History Background Checks are required prior to employment.



    • Bilingual (fluent) in Spanish preferred.
    • Some community college, university, or business college education.
    • Experience dealing with crisis situations.
    • Experience in phone screening or working around clients with mental health/emotional issues.
    • Accurate basic mathematical skills.
    • Experience with Electronic Medical Records and Scheduler.


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