FBH Operations Coordinator II

Overview Operations Coordinator II – Portland, Oregon Catholic Community Services Family Behavioral Health, an award‑winning provider of family‑oriented behavioral health care, seeks an Operations Coordinator to support site operations by delivering administrative and operational systems, clinical indirect support, and administrative services to the Site Director, Managers, Clinical Supervisors, and direct service staff. Compensation Excellent starting range: $31.50–$35.04 per hour effective 07/01/2023. Benefits 12 paid holidays plus 1 personal holiday per year 3 weeks vacation per year 12 sick days per year Medical, Dental, Vision insurance Life insurance (1× annual salary) Retirement plans: 403(b) Employee Savings Plan and employer contribution pension Responsibilities Key responsibilities include overseeing office operations, quality improvement, audit preparation, and staff support across the Family Behavioral Health (FBH) site. FBH Office Support Duties Maintain security of protected health information and ensure HIPAA compliance. Assist leadership in preparation for federal and state audits; support staff in chart reviews and CQI activities. Supervise operations staff responsible for accurate and timely entry of healthcare data into the EHR/management system. Audit Preparation and CQI Responsibilities Align Quality Assurance expectations with FBH philosophies and best practices. Support clinical staff with encounter tracking to ensure WAC, Medicaid, and funder compliance. Organize data into usable formats and provide feedback on documentation timeliness and utilization. Coordinate Quality Improvement and Medical Records Operations Support Assist CQI Director with contract, licensing, and audit requirements. Prepare for and respond to federal, state, and county audits. Oversee file auditing and maintain open/closed file status. Develop and maintain clinical and administrative forms, including instructions and standards. Provide technical assistance and training to staff on documentation requirements. Coordinate Daily Functions of Behavioral Health Service Referrals Track referral processes and support assignment to clinical staff. Support utilization outcome reporting. Enter client information into Excel and the EHR. Supervise billing and liaison with BHO or funders regarding encounter input. Coordinate Daily Service Operations, Processes, and Procedures Ensure smooth operation of all administrative support functions for the Operations Team. Create a positive culture among operations/support staff. Coordinate distribution of phones, laptops, and other equipment. Maintain 24/7 availability for emergencies involving equipment, building, travel, and staff needs. Coordinate building maintenance and improvements, including janitorial and repair services. Manage system credit card utilization and interface with accounting. Coordinate office and janitorial supplies distribution. Coordinate Site Hiring and Personnel Needs Liaison with the Family Behavioral Health Human Resources Manager. Assist in applicant screening, interview scheduling, reference checks, background checks, and notifications. Coordinate new staff training, orientation, and equipment setup. Manage staff credentialing and training coordination through Relias Training site. Maintain staff personnel files and route documentation to Human Resources. Coordinate Communications Equipment and Computer Technology Order and manage pagers, cell phones, and computer equipment. Main point of contact with the IT Department for technology issues. Handle accounting paperwork for phones and pagers and maintain equipment logs. Act as on‑site system administrator for land‑based phone systems and troubleshoot fax/copier issues. Oversight of FBH Site: Building, Communication, and Safety Coordinate building maintenance and ensure compliance with fire and ADA codes. Collaborate with the Safety Committee to address hazardous situations. Issue building keys and alarm instructions to new staff and train them in opening/locking procedures. Maintain a clean, safe kitchen and facilitate file storage. Coordinate Specific Site Fiscal Needs Act as purchase order authorization and manage petty cash. Source cost‑effective travel arrangements for staff. Qualifications Bachelor’s degree in Social Services or related field. Two or more years’ experience in a progressively responsible operations position. Knowledge of applicable laws, contracts, administrative codes, and regulations. Knowledge of quality improvement theory, principles, and practice approaches. Excellent interpersonal and organizational skills; ability to communicate respectfully with families and professionals. Computer skills with experience in Microsoft Word, Excel, and Access. Excellent written and oral communication skills. Reliable transportation, valid driver’s license, auto registration, and automobile. Acceptable driving record per CCS policy (current driving abstract required). First Aid/CPR certification or ability to obtain certification within 1 month of employment. Pass required background checks prior to offer of employment. Ability to work independently and as part of a team. Demonstrate cultural competence and effectiveness in multicultural situations. Support and uphold the mission, beliefs, and values of Catholic Community Services and Catholic Housing Services. Preferred Qualifications Master’s degree in Social Work, psychology, behavioral sciences, or equivalent. Experience in a private non‑profit system. Proficiency with an Electronic Health Record system. Equal Opportunity Employer Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position. #J-18808-Ljbffr Catholic Community Services of Western Washington