What are the responsibilities and job description for the Operations Coordinator 2 position at Catholic Community Services?
$28.57- $35.71 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 Adult Behavioral Health (ABH) system of Catholic Community Services and provides direct support to the program, staff and clients. This position coordinates with program leadership and various program staff in the data collection and reporting requirements. This position manages scheduled appointments, walk-ins and medication management appointments for ABH. This is a split position with administrative and client facing responsibilities, including occasionally providing Peer Support services with clients receiving outpatient behavioral health treatment and/or Foundational Community Supports. The primary function of the role is administrative, with no more than seven hours of client facing services being provided per week. This is a full-time position.
Overall Program Responsibilities
- Data collection and Reporting: This position works with the program leadership, and Program Staff in data collection and monthly, quarterly, and annual reporting requirements for the program.
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 electronic clinical chart includes all necessary documentation.
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, archiving of historical files and audits.
3. The Operations Coordinator provides direct support to the program leadership.
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.
4. Client outreach and scheduling
a. Manage the ABH office’s reception area, including answering the phone and greeting clients arriving for appointments and walk-ins.
b. Maintain a friendly, welcoming, inclusive and safe clinical environment.
c. Conduct and/or assist as needed in completing point of entry intakes for clients entering into the ABH program and FCS program applications.
d. Provide supplies including clothing, food, hygiene kits, and naloxone to clients as appropriate; manage inventory of supplies and assist with ordering.
e. Work with clinical and peer support staff to schedule appointments for clients through the electronic health record, and make reminder calls.
5. Peer Services Coverage
a. As need, will provide Peer Support services to ABH clients receiving behavioral health or Foundational Community Supports program services.
b. Provide non-judgmental, unconditional support to the client.
c. Instill hope for the future by communicating and behaving with confidence and reassurance.
d. Communicate with clients and relate personal experience that will assist in building trust with them.
e. Assess for immediate safety and stabilization needs.
f. Assures that clinical documentation, written and online, is completed in a timely and accurate manner.
g. Completes progress notes on time for each service providing a clear, concise description of the client’s progress towards goals and completes FCS program applications timely.
h. Report relevant information to supervisor or leadership as needed and required.
6. HIPAA : The Operations Coordinator will demonstrate the ability to:
a. Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
b. Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).
7. Other responsibilities as needed.
Minimum Qualifications
- Two college credits and 1 year of experience working in a professional setting or 3 years’ experience working within an office with increased responsibilities.
2. Personal lived experience of addiction, homelessness, mental health diagnoses, and/or criminal justice involvement
3. Must have Recognition as a Peer Specialist by DBHR OR have the ability to receive certification within 6 months of hire.
- Lived experience mental health challenges.
- Obtainment of an Agency Affiliated Counselor License (HIV/AIDS training required) applied for within 30 days of hire and obtained in no less than six months whenever possible.
- Ability to obtain a CPR/First Aid Certification
- Proof of negative TB test within past 12 months.
- Applicant must successfully pass required background checks prior to an offer of employment.
- Must have reliable transportation, valid driver’s license, and automobile insurance.
- Must have an acceptable driving record per CCS’ driving policy. (required to provide current driving abstract)
- 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
18. 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
20. 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.
- Ability to handle crisis situations and/or crisis's that may arise in a manner that validates all individuals while ensuring safety.
Preferred Qualifications
1. BA Degree
2. Experience working in a social service, non-profit setting
3. Formal Office/secretarial/computer training
Salary : $36