Operations Coordinator 2

$27.74- $34.67 HR/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 *

This position is a member of the administration team for the Grays Harbor Adult Behavioral Health (ABH) system of Catholic Community Services and provides direct support to the Operations Manager. This position coordinates with the Operations Manager and various program staff in the data collection and reporting requirements. This position coordinates their own workload, working with minimal supervision, setting priorities and deadlines. These are established based on the employees’ knowledge of the projects, and detailed knowledge of all reporting requirements and timelines. This position additionally manages scheduled appointments and walk-ins for ABH and its subsidiary programs (Foundational Community Supports). This is a primarily administrative position, though the employee will interface directly with program participants receiving outpatient behavioral health treatment. This position reports directly to the Operations Manager. This is a full-time position.

Overall Program Responsibilities

• Data collection and Reporting: This position works with the Site Director, various Program Managers/Supervisors, and Program Staff in the data collection and monthly, quarterly, and annual reporting requirements for programs in Grays Harbor.

a. Function as a data entry manager for various reports around Quality Improvement, program data and contract data, maintaining accurate information with data integrity in Excel spreadsheets and other databases.

b. Maintain the overall structure and organization to ensure that the clinical chart includes all necessary paperwork.

c. 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.

d. Quality Improvement: Compile QI reports for Compliance Reviews, Checklists, and file reviews.

2. This position is accountable for a smooth functioning, professional, and efficient workplace, to include:

a. Perform general clerical tasks including typing, filing, record keeping, etc. in databases and Microsoft programs, such as SharePoint.

b. Assist in streamlining processes and maintaining internal database systems for accuracy.

c. Assure that all documentation, written and online, is completed in a timely and accurate manner.

d. Coordinate with other CCS departments as needed: accounting, data, IT, clinical, HR.

e. Assist as needed in monitoring and audits.

3. The Operations Coordinator provides direct support to the Operations Manager.

a. Assist with grant proposals, grant reports, and other program reporting required by funding agencies, CCS, or other entity.

b. Provide assistance with projects and tasks as requested.

c. Assist with scheduling for the Operations Manager.

4. Client outreach and scheduling

a. Manage the Grays Harbor ABH office’s reception area, including answering the phone and greeting clients arriving for appointments and walk-ins.

b. Conduct and/or assist as needed in completing point of entry intakes for clients.

c. Provide supplies including clothing, food, hygiene kits, and naloxone to clients as appropriate; manage inventory of supplies and assist with ordering.

d. Work with clinical and peer support staff to schedule appointments for clients through the electronic health record and make reminder calls.

5. Other responsibilities as needed.

Minimum Qualifications

• AA degree and 2 years operational experience or 5 years’ experience working within an office with increased responsibilities.
• Ability and willingness to work in a team environment and promote a positive team spirit.
• Excellent interpersonal and customer service skills.
• Excellent oral and written communication skills
• Strong organization skills and the ability to multi-task and handle multiple priorities under stressful circumstances
• Excellent computer skills and experience including Microsoft Word, Excel and Office 365 at an intermediate skill level. Database experience. The ability to learn, and manage complex databases, software and computer systems.
• Ability to work as a member of a team and support other staff as requested.
• A desire to help people from diverse backgrounds with multiple complex needs

9. 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

11. Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations

• Ability to read and track contract requirements.
• Ability to track required reporting information across multiple programs.

Preferred Qualifications

• A. BA Degree
  
• B. Experience working in a social service, non-profit setting
  
• C. Formal Office/secretarial/computer training
  
• D. Grant writing experience
• E. Personal lived experience of addiction, homelessness, mental health diagnoses, and/or criminal justice involvement