• Program Assistant

    Job Locations US-WA-Seattle
    Posted Date 1 week ago(6/12/2018 1:12 PM)
    Job ID
    # of Openings
    USD $15.60/Hr.
  • Overview

    Position Description:

    Catholic Community Services’ Counseling, Recovery and Wellness (CReW) program is a licensed outpatient adult behavioral health provider within the King County Behavioral Health Organization (BHO). CReW offices are located at the Catholic Housing Services Josephinum Apartments, a 220+ unit apartment building for low-income individuals in the downtown area of Seattle. This position would be stationed at the front desk of the Josephinum and would be responsible for providing a welcome atmosphere for residents and visitors of the Josephinum as well as responding to inquiries about CReW and other services offered in the building.


    This is a full time, 37.5 hours per week, position with full benefits and generous paid time off.  Pay range is $15.60-$16.54/hour DOQ.


    Building Communication:
    1. Perform desk clerk and record keeping responsibilities including answering business phones, distributing calls and messages to other staff.
    2. Monitor and direct incoming phone calls for the CReW main line, including screening basic information for new referral eligibility.
    3. Record significant occurrences in the Desk Log in a professional manner and communicate these events with case managers via email.
    4. Actively promote the ministry of presence throughout the building with residents and their guests, church members and all other staff.

    Resident/Visitor Interactions and Engagement:

    1. Greet and direct residents and visitors in a professional and welcoming manner.
    2. Assist with scheduling follow-up appointments for CReW psychiatric practitioners and contacting clients for reminder calls.
    3. Check in/out designated equipment, keys and supplies according to building rules and protocols.
    4. Meet the needs of walk-in clients by disbursing clothing, bus tickets, hygiene and other miscellaneous items.
    1. Hand out program brochures as applicable and make referrals to resources (Shelters, behavioral health providers, clinics).
    2. Maintain and adhere to strong professional social service ethics and boundaries.

    Ensure Building Safety and Security:

    1. Staff front lobby desk and monitor building access with the camera system, including all stair cases and exits. Screen all residents, guests, and visitors for legitimate access; deny access to others.
    2. Conduct security checks and routine walks throughout all common areas of the building and ensure that no unauthorized individuals are present in the building.
    3. Implement fire/emergency procedures as needed.
    4. Respond to medical and social crises and contact appropriate staff and/or emergency service providers.

    Provide support to CReW Administrative team.

    1. Research client benefits to determine eligibility and appropriate funding source. Verify client tier authorization/Medicaid benefits regularly, and make necessary funding change entries in appropriate databases (set up coverage and authorizations in PsychConsult for MH).
    2. Check client financial eligibility monthly. Notify clinical staff and leadership of status changes and input changes in MIS.
    1. Responsible for the timely and accurate entry of clinical and administrative data.
    2. Review all data sources prior to entry into appropriate database(s); follow up with program staff to ensure that corrections/revisions are made.
    3. Track and enter clinician service hours into appropriate database(s), ensuring data accuracy.       Work with program staff and supervisors to obtain any missing or incomplete documentation.
    4. Run service activity entries of all clients to monitor notes and follow-up with clinicians, copy to program leadership.
    1. Monitor King County Mental Health/KC Chemical Dependency requirements for data submission requirements and resolve data timeliness issues (in coordination with Family Behavioral MIS staff).
    1. Prepare billing documents, electronic files and invoices for accurate and timely submission to various funding sources.
    2. Run reports by due dates for contract compliance.
    3. Assist in preparing statistical reports for funding sources as needed.
    4. Attend MIS/billing system related meetings & training as necessary.
    5. In conjunction with program leadership and other administrative staff, perform various administrative duties as assigned
    1. Maintain filing and make copies of program forms as needed.
    2. Cross train with other a staff as needed to ensure smooth operations.
    3. If bilingual, provide translation (verbally or in writing) as needed by other program.

    Promote the CCS Mission Statement                    

    1. Attend meetings and trainings.           
    2. Treat clients in a culturally sensitive manner, assuring that Catholic Community Services. commitment to diversity and cultural competency is maintained.
    3. Work to promote social justice through participation in agency directed advocacy initiatives.



    This position requires the employee to work in an office environment where there may be interruptions and a moderate amount of noise from telephones and conversations among employees. Extensive use of computers and related office equipment is typical of this position.



    The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    1. Able to hear telephone rings, and phone and face-to-face conversation.
    2. Able to speak clearly in person and on the telephone.
    3. Able to hand write legibly.
    4. Able to read normal size print and handwritten notes.
    5. Able to occasionally lift and carry up to 25 pounds.
    6. Able to concentrate on task and sustain moderate to extensive attention to detail.
    7. Able to sit for sustained periods of time.
    8. Mobility/dexterity of hands/arms to enable use of computer and other office equipment.
    9. Able to make independent decisions and apply sound judgment in performing job duties.
    10. Able to regularly perform duties as assigned.




    Minimum Qualifications

    1. AA degree or work experience equivalence.
    2. Two (2) years’ experience in administrative/operations setting.
    3. Accurate filing skills/attention to detail.
    4. Computer skills, including Microsoft office products.
    5. Knowledge and experience with mental health/CD billing systems.
    6. Familiarity with working for a not-for-profit organization.
    7. Demonstrated ability to maintain strict confidentiality.
    8. Ability to work as a member of a team.


    Preferred Qualifications

    1. BA degree.
    2. Progressive responsibilities in operations support duties.


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