Program Assistant - Crisis & Outpatient

Position Summary:

The Program Assistant supports the Crisis Services and Outpatient departments by providing friendly and efficient customer service and administrative support. This role is responsible for communicating with staff, clients, and community partners; maintaining records and documentation; coordinating meetings; and supporting the overall effectiveness of the outpatient and crisis programs.

Responsibilities:

Provide clerical support for Crisis and Outpatient teams

• Handle incoming calls and messages related to crisis or outpatient team activities and forward quickly to the appropriate staff members
• Complete program filing and scanning and submit client and court correspondence on time 
• Assist program staff with scheduling client appointments and screenings as requested
• Attend team staffings, ensuring meeting minutes are recorded and program trackers or spreadsheets are updated timely after each meeting
• Assist with the development of informational brochures, newsletters, flyers, etc. and special projects as assigned
• Compile, organize, and submit program data and reports as instructed
• Check all program equipment and office supplies to ensure availability for team use 
• Maintain and foster a positive and outgoing team atmosphere towards staff and clients

Provide administrative support to the Crisis Lead Manager & Outpatient Lead Manager

• Assist with calendar management by scheduling appointments or meetings, preparing and distributing agendas & other resources, and ensuring awareness of upcoming commitments
• Provide general clerical support including returning phone calls, sending emails, making copies, preparing and reviewing documents or presentations, and tracking project deadlines
• Manage travel documentation, credit card invoices, and other expenses and submit for appropriate approvals and processing
• Attend community meetings as directed to represent the agency

Perform other duties as assigned

Job Requirements:

The following requirements are those that are normally required for performance of this position.  Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements.  These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• High school diploma or GED required
• Associate degree in business administration or related field preferred

Experience

• 1 year experience in office or administrative work required

Special Skills

• Pleasant, professional, welcoming and friendly demeanor with staff and clients
• Bilingual (English/Spanish) preferred, but not required
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multi-tasking
• Comfortable with computer programs, specifically Microsoft Word and Excel with the ability to efficiently learn and navigate Electronic Medical Record (EMR) systems
• Experienced in use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator
• Ability to maintain a professional, positive, team-oriented service attitude toward clients and staff at all times

Licensure, Registration, Certification

• Valid Washington State driver’s license and minimum required liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities’ liability insurance provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required
   

Work Schedule: Monday-Friday, 8:00am - 5:00pm
Wage Range: $20.14 - $23.32, depending on education & experience
Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.