Crisis Services Program Assistant

POSITION PURPOSE:

The Crisis Services Program Assistant provides administrative and technical support to the Crisis Services Program of Olympic Health and Recovery Services (OHRS), a WA licensed behavioral health agency. Files legal documentation, maintains program records, develops reports and monitors program deliverables. Tracks and compiles quality assurance data. Provides additional program support and data input as needed.

MAJOR RESPONSIBIITIES:

• Prepares and e-files legal documents on behalf of Crisis Services Division.
• Files legal documentation in-person, navigating multiple county court system requirements.
• Prepares crisis logs and submits to MCO’s and ASO’s in a timely manner.
• Supports Crisis Services Division program deliverables including Provider compliance documentation and encounter tracking.
• Prepares No Bed Report tracking resolution/outcome logs.
• Maintains communication with court liaison staff regarding ITA court.
• Attends ITA/court related meetings as necessary.
• Verifies insurance payer eligibility.
• Works in coordination with Information Services to review processing errors and work with crisis staff to correct data.
• Responds to crisis referral calls.
• Supports Crisis Services Division program deliverables including Provider compliance documentation and encounter tracking.
• Responsible for fleet management administration for assigned crisis services team fleet vehicles. Provides administrative support through Fleetio, reviewing maintenance requests, scheduling service and maintenance, requesting requisitions and submitting invoices. Coordinates with Fleet Vehicle Manager for issues or concerns for assigned vehicles.
• Works in coordination with Fiscal Services to submit accurate and timely fleet vehicle receipts and invoices.
• Provides administrative support to the crisis services team to include preparing requisitions and submitting invoices, supply ordering, and travel coordination.
• May provide administrative support to Medical Records Officer for timely responses to records requests.
• Crisis Services program assistants cross train to provide coverage for both ASO regions.
• As requested, provides coverage support to other administrative and program assistants across the organization for general phone support or front desk coverage.
• Prepares correspondence, develops and updates forms/documents.
• Develops organizational tools and prepares and maintains program documentation. Assists with organizing material and information in preparation for state or federal audits and onsite reviews.
• Prepares invoice forms, quarterly report forms and attachments. Identifies and includes applicable exhibits and attachments.
• Assists with the maintenance and upkeep of policy and procedure manuals.
• Gathers, organizes, tracks, and compiles statistical data. Assists with preparing various reports, presentations, and charts.
• As requested, researches social services issues and prepares recommendations and reports.
• Provides other additional support and data entry as directed by OHRS leadership.
• Performs other duties as assigned.

Pay Range : $26.82 - $34.09

Schedule: Monday-Friday 8am-5pm

Benefits Statement: TMBH-ASO/OHRS provides comprehensive benefits for full-time employees including medical/dental/vision plan options (many with no employee paid monthly premium depending on plan choice, and dependent coverage options), and life insurance and disability insurance options. Eligible employees participate in WA State PERS retirement plans and employees may elect additional pre and post tax deferred compensation retirement options. Employees receive a PTO package earning a minimum of 140 hours annually, 12 paid holidays, and 1 hour of Paid Sick Leave is earned for every 40 hours that are worked. Other tax deferred options include Flexible Spending Accounts (FSA), and Health Savings Accounts (HSA) . TMBH-ASO/OHRS is an approved Public Student Loan Forgiveness ( PSLF) employer. Find more information at www.tmbhcareers.org.

QUALIFICATONS:

• High School Diploma or GED.
• Some college level coursework in business administration, public administration, psychology, sociology or a related area, preferred.
• Three (3) years of administrative experience within a social service or a closely related environment.
• Ability to utilize a personal computer and successfully perform essential job functions including use of MS Office Excel, Outlook, Word, Teams and electronic health records systems, Avatar.
• Current Washington State Driver's License, proof of insurance, and satisfactory drivers record that meets insurance coverage requirements.
• Qualifies as an Agency Affiliated Counselor.
• Satisfactory criminal background clearances and excluded party sanctions

SKILLS AND ABILITIES:

• Knowledge of basic telephone/reception techniques.
• Ability to utilize a personal computer and related software to perform routine word processing or data entry.
• Experience working with Microsoft Excel and Microsoft Outlook.
• Experience working with Electronic Health Record systems, preferred.
• Experience working in the behavioral health field, preferred.
• Demonstrated teamwork ability, including willingness to learn new programs and processes.
• Ability to professionally and efficiently present and convey the business of TMBH-ASO/OHRS both in person and over the phone as well as in writing.
• Skill with listening, reading and communicating information that is sensitive in nature and protected by various legal authorities and privacy laws.
• Knowledge of health and safety guidelines.
• Knowledge of HIPAA privacy and security guidelines.
• Ability to maintain a professional, collegial manner in a fast-paced environment with competing demands with many interactions with providers, outside and related agencies and TMBH-ASO/OHRS staff.

WORKING CONDITIONS:

• Work is generally performed indoors and in an office environment.
• Use of fleet vehicle required to attend off site meetings, deliver court documents or other items, and coordinate service and maintenance of fleet vehicles.
• On site, regular, predictable attendance is required.
• Occasional need to work extended or evening hours.
• Minimal physical exertion is required. May be required to lift or move boxes/equipment weighing up to 25 lbs. May be required to sit or stand at a desk for extended periods of time.