Job Purpose: Provide efficient administrative support to the Family and Community Services Manager and team members along with the ability to meet programs needs offered to referral sources, counties and private pay families in an ever growing and evolving environment.

Major Responsibilities and Duties:

• Meet with staff regularly for case review and to ensure proper, effective and evidence-based/informed services are provided to clients
• Review written documentation (treatment documents, emails, etc) to ensure accuracy, professionalism and HIPAA compliance
• Review QAUR scores and ensure staff are maintaining agency expectations
• Assist in the new hire and training process
• Assure staff are training compliant based on program need.
• Assist in new hire for programming (interviewing and new hire process)
• Serve as second point of contact for staff when guidance/direction is needed during a crisis or a potentially critical situation
• Maintain awareness of behavioral, crisis-management techniques, and personal safety
• Check timesheets on a weekly basis to ensure complete and accurate
• Treat CCS corrections as urgent and complete in a timely manner. This includes communication between providers and provider’s supervisors. 
• Maintain knowledge of Child Development and evidenced-based/informed parenting strategies
• Consult with staff in providing parent education to determine appropriate curriculum and discussion topics 
• Sign off on non-therapy based case notes and service plans when reviewing weekly timesheets
• Work closely with Family and Community Services Manager to ensure exceptional customer service and problem solve cases as needed
• Assign referrals appropriately and in a timely manner, keep standby lists to a minimum
• Assist in coordinating Private Pay Supervised Visitation services.
• Ensure Payment Authorizations are current for all program participants, including ensuring that enough units are authorized for services on CCS Service Plans and team members do not over bill services.
• Accurately document notes in TherapyAppointment (TA) memo section and alert section for all clients.
• Accurately add client information to WorkflowMax software so team members can complete their timesheets by deadlines.
• Assist in responding to records requests
• Ensure efficient care and usage of company vehicles. This includes assigning the vehicles to staff who are driving the furthest as well as arranging for regular cleaning and maintenance for the vehicles.
• Interface with referral sources in order to facilitate open communication and to ensure satisfaction with service provision
• Meet with prospective leads to develop Stein Counseling programming and business growth once approved by the manager.
• Develop and maintain marketing material such as brochures, flyers, etc.
• Gather necessary data to compile and complete outcome reports for outcome measures: AAPI-2.5 and other outcomes
• When requested, assist in program development discussions alongside the Family and Community Services Manager
• Understand and follow policies and procedures of the Family and Community Services programs and of Stein Counseling and Consulting Services, Ltd.

• Develop personal and professional goals annually
• Maintain acceptable ratings (85% or better) in all performance areas on performance reviews (job performance, supervisor ratings, collateral ratings, etc)
• Perform other duties and responsibilities, consistent with this position description, as requested by the Clinical Supervisor, Billing Services Manager, Clinic Administrator and/or President of Stein Counseling and Consulting Services, Ltd.
• Maintain direct Client contact - 7 to 10 hours per week - when possible
• Seek supervision from Management team when necessary.
• Report all employee concerns to your Team Leader/Supervisor immediately.
• Report all program concerns to your Team Leader/Supervisor immediately.
• Report all vehicle concerns to your Team Leader/Supervisor immediately.
• Report all county or referral sources concerns to your Team Leader/Supervisor immediately.

Work Environment: General office environment. Work is generally sedentary in nature, but may require standing and walking part of the time. Work is generally performed within an office environment, with standard office equipment available. 

Expectations/Knowledge/Skills:

• Possess strong communication and interpersonal skills
• Punctual, reliable, dependable
• Positive attitude and flexible
• Ability to take direction and complete assigned tasks in a timely manner
• Must be familiar with the community resources and community support agencies
• Possess knowledge of child development, effective parenting techniques, evidenced based/informed Behavior Modification and Cognitive Behavioral strategies. 
• Attention to detail and exceptional organizational skills are essential
• Must exhibit a willingness to assist in the professional development of staff
• Must be flexible and adaptable to meet the needs of the families and programs

• Employ effective interviewing procedures 
• Objectively and professionally document/record information per state and agency expectations
• Consistently make sound decisions and problem solve effectively
• Communicate professionally with supervisors, peers, subordinates and persons outside organization
• Resolve conflicts and effectively employ negotiation skills with others 
• Possess basic knowledge of computers (Chrome, Google, Word, email, internet, etc) 
• Possess the ability to work independently, including organizing, planning, and prioritizing work 
• Use conflict resolution techniques 
• Maintain emotional control under stress
• Advise staff in emergency situations 
• Follow confidentiality and HIPAA policies and procedures 
• Understand and adhere to healthy boundaries with subordinates

Education and Experience: Experience working in a social services or educational setting. Experience working with children and families of diverse cultural and economic backgrounds. Ideal candidates will possess a bachelor’s degree in Child Development, Psychology, Social Work, Family Studies, or other related fields. Must have excellent verbal and communication and interpersonal skills with the ability to work within the concept of a team. Requires a valid Wisconsin driver’s license and reliable transportation with adequate auto liability insurance and a good driving record.

This position will Report to and Supervised by: Family and Community Services Manager/Team Leader

Office Location: Administrative Office, 205 5th Avenue South, La Crosse, WI 54601

Office Hours in Person: Monday - Friday 8:00 a.m. - 5:00 p.m. 

Travel: Travel may be required with this position. Adequate auto liability insurance and a good driving record required.

Employment Status: Full Time Position (40 Hours/Week)