NW Office Intake

P/T Variable position available (0-37.5) - (Current availability needed will be approx. 16 hours per week. Must be available to work Monday-Thursday from 4pm-8pm and every second Friday per month, approx. noon to 5pm.) Ability to cover other shifts as needed is a plus/preferred!

• Receives PTO
• 2% Annual Longevity Increase

Per the current CBA, union positions will be subject to a 7% increase 7/1/25.

POSITION DESCRIPTION:

The Office Intake role at CCS Recovery Centers plays a crucial role in aiding clients seeking services at our Substance Use Disorder (SUD) Recovery Center. Responsibilities include warmly welcoming clients to our agency, determining the nature of a clients’ requests for services, scheduling appropriate services, providing community resource information, and ensuring a welcoming reception environment in the waiting room area.

MAJOR DUTIES AND RESPONSIBILITIES:

• Schedule appointments and manage intake procedures, ensuring accurate collection of client demographic data. Manage clients showing for open access appointments for assessments and intakes.
• Maintain counselor schedules in appropriate electronic record software and promptly update any schedule changes.
• Stay up to date and informed about timeline requirements for initial appointments based on County and any other contractual agreements.
• Ensure screening tasks are done, and document collection is available prior to initial assessment appointments.
• Manage reception duties, including answering phones, scheduling appointments, scanning clinical documents into client files, and directing inquiries to the appropriate staff members.
• Handle incoming calls and walk-in requests for services, screening for suitability for Substance Use Disorder (SUD) services.
• Confirm appointments with clients for the following day via phone calls and/or text reminders.
• Check in clients for individual and group sessions, collect any payments due, screen for any sliding fee scales as appropriate, and ensure the clinician has all necessary documents to provide the service when the client presents for the appointment.
• Provide a welcoming and friendly environment for walk-in clients and visitors, answering questions and providing any agency information. Greet and assist all clients in a courteous and professional manner.
• Receive and process client payments, ensuring accurate documentation and complete daily deposits.
• Post and perform checks and balances have been done to ensure all group session are accurately posted and reported on tracking sheets. Post individual sessions and urinalysis slips daily.
• Complete any assigned administrative tasks such as data entry, copying, scanning of documents, and mail processing.
• Forward records requests for client information received from other agencies, courts, etc. to the appropriate clinician or designated staff member.
• Support other staff members during absences and maintain meeting room schedules.
• Manage office supplies and equipment maintenance, ensuring availability and functionality at all times.

Access to and protection of PHI:

• 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).

Perform Other Work-Related Duties as Assigned.

QUALIFICATIONS:

MINIMUMS:

• High School Diploma or GED.
• 1-year prior office experience.
• The ability to effectively interact with clients/public and the ability to deal with crisis situations.
• Good composition and interpersonal skills are required as is the ability to prioritize work and meet deadlines.
• Computer literate with the desire and ability to learn new computer software.
• Excellent organizational, communication and customer service skills.
• Advanced ability to multi-task and work in a fast-paced environment.
• Ability to work with minimum supervision.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Strong organizational skills with meticulous attention to detail.
• Proficiency in office software and equipment.
• Comfortability and/or familiarity in working with individuals with substance use disorders.
• Effective interaction with clients/public and adeptness in crisis management, comfortability in de-escalating tense situations.
• Advanced multitasking ability and thrive in fast-paced environments.
• Capacity to work independently with minimal supervision.
• Excellent team player with strong communication and interpersonal skills.
• Supportive of a creative, collaborative, and respectful work environment fostering teamwork.
• Demonstrated ability to deliver culturally competent services and work effectively in multi-cultural settings.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Applicant must successfully pass required background clearances prior to an offer of employment.

PREFERRED:

• Experience with non-profit agencies.
• Experience with Medical Office Billing and Scheduling Software Systems.
• Experience with multi-line phone systems.