• Operations Assistant 1

    Job Locations US-WA-Seattle
    Posted Date 1 month ago(11/15/2018 5:52 PM)
    Job ID
    # of Openings
    USD $15.60/Hr.
  • Overview

    Program Description:

    Catholic Community Services’ Counseling, Recovery & Wellness (CReW) Program is a licensed community mental health and substance use disorder treatment program and provider of the King County Behavioral Health Organization (BHO). We focus on serving adults with mental illness or co-occurring disorders to help improve individuals’ quality of life.

    Our program believes in meeting people where they are at, both figuratively and literally. The primary emphasis is on building a relationship with the person first in order to set goals for what they see in their recovery rather than imposing expectations on individuals. To reduce barriers to care, services are provided in a variety of settings, including client’s homes, permanent supportive housing, transitional housing, homeless shelters and the streets.  Our services promote: a collaborative partnership with the person served, the development of opportunities for personal growth, a commitment to community integration, goal-oriented and individualized supports, and satisfaction and success in community living. 



    This position is responsible for assisting the site with general operational support at administrative offices within the program.  The Operations Assistant 1 performs administrative and office support activities for multiple contracts.  Duties include word processing and/or data input and ensuring documentation is filed correctly in clinical records.  This position requires an individual who is efficient and comfortable being a member of a team. The Operations Assistant 1 should demonstrate resourcefulness, be a good problem solver and have strong organizational skills.   This position requires a steady completion of assigned essential duties in a timely manner to be successful and must demonstrate the ability to prioritize work assignments based upon site priorities.


    General Office Management Duties

    • Assist with correspondence for administrative and clinical needs. This may include submitting and processing records requests
    • Complete filing of clinical data, including intakes, daily summary sheets, and general clinical records
    • Assistance with assembling and disassembling medical records for incoming and outgoing clients
    • Photocopy and collate data as requested to ensure trainings/meetings are supported.
    • Perform data entry tasks as requested.
    • Other duties as assigned.


    Data Entry

    • Responsible for the quick and accurate entry of clinical and administrative data into the Electronic Health Record/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.
    • Scan historical client data and save to a shared network folder with a specific naming convention
    • Assist with the data migration and transition from paper files to a comprehensive electronic medical record.
    • Closes out clients in the MIS when services are completed.
    • Maintain up-to-date tracking list of open and closed clients.
    • Provide assistance with organizing and archiving medical records, including entry on to spreadsheets to track destruction dates and send boxes of records to storage facilities
    • Ensure that all filing, medical records and health data is stored accurately and safely in order to protect personal health information per federal, state and agency policies (i.e. HIPAA guidelines)




    1. High school diploma, associate’s degree or equivalent in experience.
    2. Experience entering data into Electronic Health Records or similar data bases.
    3. One year’s administrative support services experience working in an office with progressively increasing duties.
    4. Strong computer skills especially in MS Office, especially in Excel.
    5. Accurate attention to detail with filing and data entry.
    6. Excellent written and oral communication skills.
    7. Excellent interpersonal and organizational skills.
    8. Typing 50 words per minute, 10-key by touch.
    9. Applicant must successfully pass required background checks prior to an offer of employmen
    10. Ability to work both independently and as a member of a
    11. Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing
    12. Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural



    1. Experience working in a non-profit organization.
    2. Familiarity with social service/mental health terminology and practices.


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