Admin Support III - Whatcom MCOT - Full Time

Job Description

Job Description

ADMINISTARTIVE SUPPORT III - Whatcom MCOT - Full Time

Location: Bellingham, WA 
Program: 505-21360 - Whatcom MCOT
Schedule: Full Time, Mon-Fri
Wage: $24.26–$38.75/hr DOE

The Administrative Support III performs a variety of clerical and administrative duties in support of both program staff members and clients. Responsibilities may include but are not limited to, transcription, scheduling, medical records, triaging calls, reception, coordinating communication between team and clients, de-escalating situations, maintaining program expenditures, coordinating management information system, maintaining client confidentiality, and providing general clerical support to clinical and medical staff as assigned.  

  ESSENTIAL DUTIES AND RESPONSIBILITIES  include the following, other duties may be assigned 

• Performs weekly data entry of client service records/client registration and files. 

• Ensures that administrative and clerical functions are performed in accordance with Clinic policies, procedures, and/or protocols. 

• Performs daily chart closings as needed for all emergency programs  

• Quality Check on Electronic Health Record (EHR) Charts & Services 

• Collects data necessary to prepare reports. 

• Assists with department trainings as necessary 

• Ensures that all shared folders are up to standards with proper naming conventions and proper folder placement 

• Provide front office coordination and client-facing support as needed, which includes greeting clients, answering phones, helping clients and families, working with callers or visitors to ease urgent situations or temporarily manage them until other staff is available, and letting staff know of client symptomatic behaviors.  

• Prepares correspondence, reports, documents, and minutes as requested. 

• Access WATCH database to pull reports in support of safety screening as requested. 

• Provide administrative support to create and update clinical staff schedules in close coordination with Clinical Leadership and frontline staff. 

• Maintains and reviews files to ensure compliance with WAC licensing and contract requirements.  

• Participates in regularly scheduled supervision and team meetings. 

• Take supply inventory in close coordination with the Office Manager, Clinical Manager, and frontline staff. Additional responsibilities include stocking, organizing, and maintaining Vehicle and Office Inventory. 

• Prepare and update electronic and paper intake packets consistent with current program requirements, to ensure all items are readily available for Clinical Staff. 

• Remains compliant with required training and certifications. 

• Behaves in an ethical and professional manner consistent with agency policy, state law, and licensing entities if applicable.  

• Understands and practices safekeeping of client protected health information per Compass Health’s HIPAA and other agency policies and procedures. 

• Demonstrates respect for diversity and a commitment to developing multicultural competency and sensitivity 

• Demonstrates a commitment to Equity and dedication to dismantling individual and systemic barriers that perpetuate inequities, while collectively building a culture of inclusivity, fairness, and psychological safety. 
• Demonstrates commitment to Compass Health’s Strategic Intention, core Values and Core Competencies. 
• This position requires a rotation of in-office responsibilities across multiple Compass Health office sites. The employee will be working in clinical office environments. While performing the duties of this job, the employee must occasionally lift and/or move up to 20 pounds and is regularly required to sit, stand, walk, talk, and use close vision. The noise level in the work environment is usually moderate.  

• High School Diploma or equivalent required, AA or BA Degree preferred.  

• Minimum of 1 year of related work experience.  

• Experience in medical, behavioral health or social services field preferred.   

• Crisis services work preferred. 

• Be 21+ years of age and have a valid Washington State Driver’s License including vehicle and appropriate insurance, if applicable.  

• Proficiency in using Microsoft Office products including Microsoft SharePoint, Outlook, Calendar, Teams, Word, Excel, and PowerPoint. 

• Proficiency in data entry of client demographics into a clinical database. 

• Excellent clerical and/or administrative skills.  

• Ability to maintain a positive, solution-focused demeanor when responding to conflicts or problems. 

• Demonstrated organizational skills and the ability to multitask within a fast-paced environment. 

• Excellent communication skills, written and verbal.  

• General computer proficiency, including the ability to utilize electronic medical record systems and accurate typing and word processing skills. 

• Ability to pass pre-employment criminal background check, which may or may not include an additional search by DSHS.   

Compass Health is the region’s largest nonprofit behavioral healthcare provider. We’ve supported our communities for more than 110 years , and that legacy of care extends to our employees through:  

• Medical, dental & vision insurance – fully covered for full-time staff

• 16 days paid vacation in your first year

• 12 sick days annually + 1 wellness day

• 13 paid holidays , including 2 floating personal holidays

• Professional development funds & paid education leave

• 403(b) retirement plan match after one year

• A culture that prioritizes support, inclusion, and work-life balance

Why Compass Health?  

At Compass Health, we believe in whole-person care, in meeting people where they are—literally and figuratively—and in investing in our staff as deeply as we do our clients. When you join our team, you become part of a mission that matters . 

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