Job description

Job Summary

The Operations Coordinator I provides necessary services to administrative operations for the assigned program with a commitment to the mission of the agency and understanding and adherence to the BCTS Ethics Statement and all other regulations, policies and procedures. Responsibilities include providing efficient, dependable, and timely support to the following: Program Director, Human Resources, Payroll, CQI, IT, Operations, and Billing staff using effective and efficient administrative and operations best practices.

Essential Functions

1. Provides complex and specialized administrative coordination in support of the BestCare programs while Interface directly with and serve as a liaison to HR, AP, CQI, IT, payroll, and COO staff

2. Assists the Operations Coordinator II, if applicable and serves as a mentor to the Program’s administrative support staff and ensures that the office services are efficient, ethical, consistent, and provide excellent customer service and back-up to the clinical teams.

3. Manages procurement on behalf of the programs including working with vendors, Central Office fiscal and operational staff, and oversees and monitors supplies and equipment.

4. Services as the liaison with agency and contracted IT services and tracks the computers/laptops, agency-issue cell phones, portable hotspots (Wi-Fi), and landline business phones.

5. Oversees fiscal coordination with agency Finance Department, including overseeing petty cash management functions, completing weekly deposits, managing client payments, prepare PI contracts and ensuring payments and invoices are coded, prepared for approval and submitted per agency guidelines.

6. Performs local onboarding/outboarding of employees and interfaces with agency Human Resources related to personnel paperwork. Assists the Program Directors with coordinating advertising/recruitment with Human Resources.

7. Oversees safety initiatives, including participating in the agency-wide Safety Committee to ensure that all committee requirements are being met including orchestrating and documenting all monthly and quarterly safety drills.

8. Tracks and oversees building and vehicle maintenance, including the procurement of contractors in a timely manner. Ensures all documentation logs are completed, safety equipment, including PPE/Personal Protection Equipment are kept in stock, utilized properly, and completes documentation related to safety aspects. Coordinates with the Director of Operations, as needed.

9. Collects and logs all satisfaction surveys, critical incident reports, client grievance forms-Once reviewed by Program Directors.

10. Completes all record requests in accordance with HIPAA, CRF 42, and all regulation guidelines.

11. Orders supplies and track expenses for Programs.

12. Assists new hires with all IT needs including facilitation of IT training; equipment, log on information, Paylocity badge numbers, MMIS, OneHealth Port, Epic and/or Reliance access.

13. Responsible for documentation of all supervision forms into tracker.

14. Oversees that completion of monthly chart audits and ensures that they are entered into TEAMS folder.

15. Tracks and oversees all TB testing to ensure that it is happening upon hire and annually for all employees

16. Oversees MOTS completion

17. Responsible for initial new hire and ongoing employee training completion and tracking.

18. Oversees and follows up with clinicians and other staff in a supportive role to ensure completion of documentation.

19. Reviews program employee timecards and prepares for Manager approval.

20. Conducts other duties and special projects as assigned by the Program Director.

21. Other duties as assigned.

Qualifications

Education, Certification, Licensure

· Associate’s degree in Business, Management or related field required; or High School diploma (or equivalent) plus business administration certificate degree and two years - high level business administrative experience

· Valid Oregon Driver’s License required

Experience

· Minimum of two years of previous high-level, office-support experience required

Knowledge, Skills and Abilities

· Highly proficient in computer skills and experience with MS Office 365, with an emphasis on proficiency with Excel, required

· Experience working with an EMR system

· Experience with general office procedures, methods and office equipment to include multi-phone line system, computers, fax machines, etc.

· Ability to show compassion towards individuals with mental health and substance abuse disorders and work respectfully with persons from a multi-cultural community

· Professional communication skills to include spoken and written usage, with an emphasis on grammar and punctuation

· Experience with report writing techniques and basic financial and statistical record-keeping practices

· Maintain confidentiality as required by HIPAA, BestCare Treatment Services policies and procedures, and other regulations

· Ability to understand and demonstrate commitment to BestCare’s mission and furthers that mission in the community.

· Must be willing to comply with the policies and practices of BCTS

· Must possess the ability to work independently and the skills to be a highly collaborative team player. Must have the ability to get along with co-workers. Possess the ability to network with all resources in order to provide the best customer service

· Bi-Lingual Spanish/English strongly preferred but not required

Tools and Equipment Used:

Laptop computer, fax machine, scanner, copy machine, telephone

Physical Demands:

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is regularly required to reach with hands and arms. The employee is frequently required to stand, walk, and use hands to handle, feel, or operate objects or controls. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and talk and hear. The employee must occasionally lift and/or move up to twenty (20) pounds. Specific vision abilities required by this job include close vision and the ability to adjust and focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires the employee to dress in a professional manner that meets the standards for professional employees in Central Oregon.

Job Type: Full-time

Pay: $22.31 - $29.27 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to commute/relocate:

• Redmond, OR 97756: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location

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