Counseling Administrative Specialist

Reports to: Clinical Director

Position Classification: Part-time Hourly; Non-exempt

Hours: 20 hours. Monday-Friday between the hours of 8:00-5:00, flexible. Currently work is remote.

Salary and Benefits: $16.00 – $21.00/hr. Benefits begin 30 days after employment on the 1^st of the month.  Benefits include medical (employee pays $100/mo), dental, life, and long-term disability.  Following one year of employment employee is eligible to participate in company matched 401K.

Basic Function: The Counseling Administrative Specialist is responsible for supporting the operational functioning of the Clinical program, ensuring that the program’s client and financial records systems are accurate and up to date.

Specific responsibilities:

• Provide Support to the Clinical Director for Navos Billing Processes: Monitor FileCloud communications; download and save FileCloud documents and reports, and distribute them appropriately to the Clinical Director and/or therapists; Submit and track Zen desk tickets to address Navos billing issues, and communicate any billing issues which require steps within the Clinical Team to the Clinical Director.
• Clinical Team Support: Provide support to the clinical team in multiple areas including data entry, and other tasks as appropriate in supporting clinical staff in reaching service goals. Participates in Agency and Team meetings as determined by the Clinical Director.
• Program Data and Reports: Maintain program data to ensure effective monitoring of services and billing, including entering data, producing reports and backing up data regularly but no less than weekly.
• Quality Assurance: Assist Clinical Director by performing Quality Assurance checks of Counseling billing information, and performing audit tasks as requested.
• Supervision: Prepares for supervisory sessions. Receives feedback non-defensively and learns from challenges.
• Customer Liaison: Establishe rapport with a wide variety of contacts; including therapists, clients, potential clients, and agency staff, and directing FAXs to appropriate staff.

Competencies:

• Accuracy: Enters data and carefully reviews figures, computations and reports to ensure accuracy and consistency. Demonstrates strong attention to detail.
• Communication: Effectively uses oral, written and non-verbal communication to deliver messages that achieve intended results. Uses different communication styles in response to different situations. Listens carefully to other people and checks for understanding.
• Attention to Detail: Pays close attention to detail, pointing out things that other people may pass over.  Concerned with the implications of the smaller details of a project or course of action.
• Computer Aptitude and Data Entry: Skilled and knowledgeable at core PC operations such as operating systems and Microsoft Office software. Enters data accurately into spreadsheets and databases.
• Collaboration: Develops cooperation and teamwork while participating in a group, working toward win-win solutions. Demonstrates respect for others’ opinions. Helps and supports peers in their work to contribute to agency success. Keeps people informed and up-to-date. Shares information and expertise with others to enable them to accomplish group goals.
• Initiative: Initiates improvements and fixes without having to be told to do so.  Responds quickly and effectively when issues arise. Energized by a challenge.  Avoids deer-in-the-headlights syndrome.
• Cultural Competence: Actively in the process of becoming aware of his or her assumptions about human behavior, values, preconceived notions and personal limitations. Attempts to understand the world-view of culturally diverse populations. Develops the necessary skills to practice appropriate, relevant and sensitive strategies for working with a culturally diverse population.
• Learning Agility: Learns quickly when facing new problems. A relentless and versatile learner with a strong sense of curiosity. Open to change. Analyzes successes and failures for clues to improvement.
• Customer Service: Creates a warm, welcoming and respectful environment for clients and visitors. Responds to client needs with sensitivity and attentiveness. Goes the extra mile to meet client needs within program policy limitations.
• Discretion: Demonstrates the ability to preserve confidential and sensitive information. Evokes trust during confidential conversations. Refrains from engaging in rumors.
• Responsiveness:   Quickly responds to requests, ideas and suggestions in a non-defensive manner, taking appropriate action that facilitates cooperation and trust.
• Organization, Time Management Skills and Multitasking:  Maintains an orderly working space that facilitates efficiency.  Can Manage a significant number of tasks and competing demands in an effective manner.  Manages time so that priorities are respected.
• Self-Awareness: Knows personal strengths, weaknesses, opportunities and limits. Seeks feedback and gains insight from mistakes. Is open to criticism without getting defensive. Has a positive and constructive sense of humor; can laugh at himself or herself. Knows his/her limits and achieves work-life balance.
• HIPAA Compliance: Maintains knowledge of general HIPAA security and privacy rules and policies by attending annual training, complying with agency policies and protocols and applicable regulations related to client, employee, donor and operational information.

Essential job requirements:

• Commitment to the SEYFS Mission, Guiding Principles, Tenets and Performance Standards.
• Ability to work with diverse populations.
• Acceptance of a variety of lifestyles, cultural and spiritual practices.
• Ability to exercise discretion and maintain client and employee confidentiality.
• Excellent computer skills, and knowledge of and/or experience with various software, including Microsoft Word, Outlook, Access and Excel.
• Good typing, faxing, copying, and telephone skills.
• Effective verbal and written communication skills.
• Maintains appropriate professional boundaries with clients, families, peers, supervisor and community resources.
• Ability to sit for long periods of time at a desk and/or computer terminal, and perform activities requiring extensive use of fingers, hands, eyes and ears.
• Ability to work as a team player, plan work and perform a variety of tasks under sensitive deadlines.

Minimum Qualifications:

Experience:

• Two years of office experience in a position requiring public contact. One year of program support experience.
• Experience in a social services setting.

Education:

• High School Diploma
• Associate or Bachelor’s Degree in business or social services related field

Licenses and Certifications:

• N/A
• N/A

Physical and Mental Requirements:

• Attendance: Regular and predictable attendance is a requirement of this job.
• Communicating: This position involves expressing or exchanging ideas through verbal means (oral or electronic) to convey detailed or important information to clients and co-workers, in person or over the telephone. Must be able to exchange accurate information in high-stress situations.
• Concentrating: The person in this job is engaged in focused mental activity over a significant portion of the work day.
• Movement in the Workplace: The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Moving Weight: The position requires the ability to lift or otherwise move 10-15 pounds on occasion.
• Office Environment: The work for this position involves working in a standard office environment where the temperature is regulated and noise levels are low to moderate.
• Repetitive Motion: The position generally involves substantial movements of the wrists, hands and/or fingers, as in keyboard use or other means of silently recording information on computers.
• Stationary Position: The position involves remaining in a stationary position at least 50 percent of the time.
• Stress Management: The person in this job must be able to effectively respond in a high-demand environment with people in varying degrees of distress.
• Thinking: The position requires the ability to reason and apply logic to a variety of situations.
• Understanding Writing: The position requires extended periods of reading or otherwise comprehending physical documents or documents on a computer screen or other technological means of transmitting information.

Other Requirements:

• Must be willing to submit to and able to pass a criminal background check. 
• Must have valid Washington State driver’s license, insurance and personal transportation.

To apply, please email a cover letter and resume to counseling@seyfs.org.

Note: Position descriptions do not represent limits on what an employee may be required to do to assist SEYFS in achieving its objectives. The above statements are intended to describe the key aspects of the work performed by an individual in this position.  They are not to be construed as an exhaustive listing of all requirements relative to the position. Employees should expect to perform some tasks that are outside the scope of the job description. We expect all employees to support and act in a manner consistent with SEYFS’s values.

Posted on July 10, 2020