Overview
BRING YOUR OUTSTANDING INTERPERSONAL & PROFESSIONAL SKILLS TO JOIN OUR AMAZING & FUN TEAM!
ADMINISTRATIVE ASSISTANT II OPPORTUNITY!
(Internal Title: FBH Healthcare Administrative Assistant II)
University Place, WA
Catholic Community Services, Family Behavioral Health is looking for a Administrative Assistant who wants to join our team of innovators who continually “push the envelope” and challenges traditional thinking in Behavioral Health.
WHO ARE WE:
We are a values-driven organization, providing family oriented mental health care for children, youth and families in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home with their family, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located in Tukwila, Tacoma, Olympia, Shelton, Bremerton, Aberdeen, Yelm, Vancouver, and Portland Oregon, we offer comprehensive intensive, Wrap-around mental health services to a diverse population for youth and families. We employ nearly 600 caring and compassionate employees.
WHAT WE VALUE:Compassion Diversity Strength-Based-Approach Social-Justice & Our Staff!
WE OFFER:
- Base starting pay range: $21.84 – $23.48 per hour
BENEFITS:
-
- 12 paid holidays; plus 1 personal holidays each year!
- 3 weeks’ vacation per year
- 12 sick-days per year
- Medical
- Dental
- Vision Insurance
- Life Insurance
- Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension
We strive to help children and families live together safely and securely with hope and promise. We serve as a catalyst for change when appropriate, challenging long-standing service traditions in community behavioral health. We behave with Humility, Passion for our Mission, and Compassion and Respectful Interactions. We value learning and offer alternatives and we stand strong to help child-serving systems understand our alternative paradigm while strengthening partnerships. We do not compromise our values.
This position is responsible for assisting the Family Behavioral Health site with the administrative support services necessary for smooth functioning. The Administrative Assistant II performs administrative and office support activities for multiple services areas and service contracts including providing administrative support for key system and site leadership positions. Duties include triaging telephone calls, receiving and directing site visitors, word processing and/or data input, creating spreadsheets and presentations using excel/PowerPoint, and ensuring documentation is filed correctly in clinical records. Strong communication skills are required. This position requires an individual who is efficient and comfortable being an active team leader and member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support duties, is also essential in this position. The Administrative Assistant II should demonstrate resourcefulness, be a good problem solver and have strong organizational skills. This position requires a steady completion of assigned essential duties in a timely manner to be successful.
Responsibilities
JOB SUMMARY:
General Office Management Duties
- Answer incoming phone calls, handle routine inquiries, and direct appropriate inquiries to appropriate staff person demonstrating strong communication skills.
- Provide outstanding customer services, greet visitors and clients and assist with inquires in a positive and helpful way.
- Coordinate and distribute incoming and outgoing mail.
- Assist with correspondence.
- Photocopy and collate data as requested to ensure trainings/meetings are supported.
- Maintain adequate office supplies (including paper supplies, coffee/snacks) for the smooth running of the office.
- Anticipate office needs based on current usage, identify supplies required and order as appropriate.
- Ensure contact information for staff is updated and maintain phone lists for staff.
- When needed, provide leadership/staff support for travel, including airfare, hotel and car rental using agency resources responsibly.
- Ensure office equipment is working and available for staff use, Interface with maintenance, copier repair, and cleaning crews so that workplace is clean, safe, and adequately supplied for staff to work.
- Take lead responsibility for cell phone set up, monitoring and equipment ordering, interface with wireless provider to order staff cell phones and resolve issues.
- Maintain appropriate use of agency credit cards for travel and other purchases, including documentation of use and communication to accounting.
- Assists in the hiring process by sending out correspondence for employment (postcards, acceptance letters, etc.), scheduling interviews and arranging interview packets.
- Assists with the checking of references for candidates.
- Assists in tracking mandatory HR requirements such as new hire paperwork, training certifications, performance evaluations, etc.
- Creates training reminders and assists in setting up for trainings for staff in all areas.
- Order food for meetings as requested.
- Provides administrative support to staff and leadership with file organization.
- Perform data entry tasks as requested.
Additional Administrative Supports (Financial and Information Technology)
- Assist in preparing bi-weekly employee payroll by tracking, scanning and mailing completed timesheets.
- Assist in resolving payroll problems in a timely manner.
- Handle all aspects of petty cash and purchase orders from distributing, tracking, data entry, mailing and filing.
- Track inventory of gift cards and maintain spreadsheet and database.
- Manage office credit cards by maintaining receipts, checking balances, and coordinating with the accounting department to ensure timely payment.
- Handle all aspects of client needs checking account by processing check request, ensuring proper receipts are received, balancing leger and coordinating with accounting for transfer of funds.
- Other duties as assigned.
- Coordinate with information technology staff/follow verbal instructions in setting up computers, working through IT issues.
- Install Electronic Health Record on computers when staff position requires the use of it.
- Other duties as assigned.
A full job description may be given to candidates selected for an interview.
Qualifications
WHAT WE ARE SEEKING IN A CANDIDATE:
- Associate’s degree or equivalent in experience.
- Two years’ administrative support services experience working in an office with progressively increasing duties.
- Strong computer skills especially in MS Office.
- Accurate attention to detail with filing and data entry.
- Excellent written and oral communication skills.
- Excellent interpersonal and organizational skills.
- Typing 50 words per minute, 10-key by touch.
- Experience with multi-line phone system.
- 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).
- Applicant must successfully pass required background checks prior to an offer of employment.
- Ability to work both independently and as a member of a team.
- Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
- Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
ABOUT PIERCE COUNTY:
The home office is in University Place. Enjoy all the area has to offer:
- Between the shores of the Puget Sound and the shadow of Mount Rainier, Pierce County ultimate destination for recreation and relaxation. Enjoy spectacular views, Commencement Bay, walking trails, boating, and close proximity to Seattle or Olympia, WA.
- You will enjoy outstanding restaurants with gourmands and culinary connoisseurs who have cultivated a scene that’s made national press, with top-notch meeting and convention spaces, and huge headliner concerts have drawn visitors from across the globe.
If you are on our careers page and you are interested in being considered for this opening: please click on the blue link above, on this page, located on the upper right hand corner that says: “Apply for this job online” and upload your resume and answer a few questions for consideration.
If you are not on our careers page: please copy and paste the following URL into your browser: https://fbh-ccsww.icims.com/jobs/intro to view our opportunities. Search for your jobs of interest and click on the blue link on the careers page, located on the upper right-hand corner that says: “Apply for this job online” and upload your resume and answer a few questions for consideration.
For additional questions, contact Karla Lacktorin, Regional Clinical Recruiter, at karlal@ccsww.org
Note for Internal Candidates: reviews internal compensation and determines increase based on their experience and also agency internal equity factors. Please submit an updated resume and cover letter/letter of interest when applying.
Catholic Community Services and Catholic Housing Services is and Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.