ICD Administrative Assistant

Community Youth Services is recruiting for ICD Administrative Assistant to work at the Thurston & Mason Office.  This position provides administrative support to the Integrated Counseling Division (ICD) by performing Scheduling & Front Desk duties, included but not limited to: answering phones, scheduling appointments, greeting participants when they enter the building, receiving and processing referrals, tracking client data, scanning documents and supporting ICD staff with administrative requests.  This position will also assist the Data Team in maintaining the Electronic Health Record, with duties included but not limited to: Medicaid billing and claims submission, Review and maintenance of participant files, and assisting ICD staff with utilization and problem-solving issues.

Starting pay is $19.95 per hour. 

CYS is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.

About the Agency:

CYS has been a successful and established non-profit in downtown Olympia for over 50 years, providing a full continuum of care to meet the needs of at-risk youth and their families in our community. Our 20 programs help youth with: housing, placement stabilization, family preservation, foster care, education, job training, employment, independent living skills, delinquent behaviors, shelter, and basic needs. About 4,000 youth – and their families – seek services annually in their transition to become independent, successful adult members of society.

Community Youth Services is the largest child welfare agency serving southwest Washington, employing over 175 staff and supporting 120 volunteers. CYS provides a staff driven culture where we view our staff as our greatest asset in providing quality services.

POSITION QUALIFICATIONS:

1. Education and administrative experience must equal a minimum of three years. If education is used to meet this requirement, degree/courses must be in a business or related field. A transcript may be requested to determine if courses taken qualify.
2. Ability to interact with participants utilizing a Positive Youth Development Approach and effectively manage conflict in a professional way.
3. The ability to efficiently and successfully navigate multiple computer programs including but not limited to Microsoft Outlook, Word, Excel, etc.
4. Excellent organizational skills.
5. Proficiency working within an Electronic Health Record.
6. Experience with data entry and medical billing.
7. Experience working independently.
8. The ability to handle confidential materials in a professional manner.
9. Proficiency in typing, grammar, data entry, office machines, basic math and general office procedures.

AGENCY QUALIFICATIONS:

1. The ability to pass an extensive background check with no history of conviction or perpetration of child abuse or physical harm to a child or children or an individual aged 18 years and above who is or may be unable to take care of themselves, or is unable to protect themselves against harm or exploitation by reason of age, illness, trauma or disability, or any other reason.
2. Professional and personal conduct that maintains a personal and professional background so that criminal history remains free from unlawful conduct. Certain crimes may disqualify employees to have unrestricted access to children or vulnerable populations in accordance with Department of Social Health and Services policy and Washington State law.  Professional or personal conduct that causes this clearance to be suspended or denied will result in suspension and/or termination of employment.  (Pursuant to RCW 43.43.832, 43.43.832(7), 43.43.834, 43.20A.710 and WAC 388-06.).
3. A valid Washington State Driver License with a minimum of five years’ driving experience and a three-year good driving record evidenced on a Washington driver’s abstract. The ability to pass and maintain a clean driving records check at employment and annually. Professional or personal conduct that results in a restricted or denied driving status could result in termination of employment.  (Candidates relocating to the area must provide current proof of three-year driving record from current state; and have ten days from date of employment to provide a copy of a Washington Driver’s License and Washington driver’s abstract.)
4. Proof of personal auto insurance levels provided on your insurance declaration page. Coverage must be current, and copies provided to HR at renewal.  Coverages at or above $100,000 combined single limit is required for positions that require driving and is recommended and preferred for positions that have occasional driving.
5. A sensitivity and responsiveness to the cultural differences in the organization's employment and service population.
6. Must possess or obtain within 30 days of employment CPR/1st Aid/Bloodborne Pathogen certification.  Some positions require CPR before a first shift.
7. Strong interpersonal skills, including the ability to work as part of a team.

CYS is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.

MAJOR RESPONSIBILITIES AND RELATED TASKS:

General Administrative Duties

1. Answers phones, greets clients, answers inquiries and maintains the front desk area at the TAY office.
2. Processes Medicaid claims and submits them electronically.
3. Assists in maintaining and implementing the Electronic Health Record.
4. Maintains the confidentiality of participants while performing job duties in compliance with all HIPAA regulations.
5. Remains at the front desk at all times during assigned shift with the exception of scheduled breaks.
6. Receives and processes referrals via phone, email, fax and in person.
7. Schedules appointments over the phone and in-person with clients.
8. Reserves rooms for appointments.
9. Monitors and tracks referral and client data.
10. Provides administrative coverage at the TAY office.
11. Provides backup and coverage for other team members as needed by cross-training in job duties.
12. Ensures that the reception area is safe, presentable, and comfortable for clients and staff.
13. Assists staff with basic computer software problems and SharePoint, when appropriate.

Professional Development:

1. Attends required staff meetings and contribute input on program and agency issues.
2. Attend scheduled in-service training for ongoing development of professional skills.
3. Meets with supervisor on a monthly basis to review performance and SMART goals.

Other Related Responsibilities

1. Attends relevant trainings and department/ program staff meetings.
2. Participates as a flexible member of the agency team in order to accomplish the overall agency goals.
3. Follows agency policies and procedures Code of Ethics, RCW’s, WAC’s, and other applicable external regulations.
4. Participates in creating and maintaining a workplace that values diversity and is free of racism, sexism, heterosexism, and other discriminatory practices.
5. Manages time and other resources in a skilled manner.
6. Demonstrates professionalism and appropriate boundaries in all interactions.
7. Functions with creativity, independence, and initiative.
8. Communicates effectively in both verbal and written form.
9. Performs other work as assigned.

CYS is an Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Community Youth Services will be based on merit, qualifications, and abilities. Community Youth Services will not tolerate discrimination in employment or personnel practices including the advertisement of positions, recruitment, selection, promotion, demotion, transfer, disciplinary action, layoffs, or termination. These activities shall be conducted without regard to race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.

Salary : $19