20008 - Administrative Coordinator (Secure Residential)

This position works at a Secure Residential treatment facility in SE Portland. The schedule is Monday through Friday, typically 8:30 a.m. to 5:00 p.m.

Essential Function

Under Close Supervision, the Administrative Coordinator is responsible for providing administrative support to the leadership team within the programs they are assigned, while supporting a Trauma Informed Care environment. With the high prevalence of trauma among individuals receiving mental health services, it is required the Office Coordinator understand the effects of trauma on health, coping, and other aspects of the lives of those we serve. The Administrative Coordinator must perform a wide variety of administrative and clinical duties in support of the clinical staff, clients and overall operation of the facilities.

This position involves participation and implementation of program goals and objectives to promote a strengths-based, client centered approach to assisting residents in achieving individual goals and ultimately transitioning to a less restrictive setting.

Essential Responsibilities

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary.

• Provides input into the establishment of operational procedures for all three programs.
• Coordinates with oncoming shift regarding resident concerns, building/program needs, and any issues relevant to ensure the smooth operation of the program.
• Adheres to all facility based medication protocols.
• Performs shopping duties on behalf of the program, as assigned.
• Performs light housekeeping as assigned.
• Completes annual employee training requirements on a timely basis as indicated in the licensing requirements for the facility as well as agency requirements.
• Perform CPR and First Aid, and properly use AED equipment when necessary
• Provide input toward the therapeutic treatment plan in collaboration with case manager.
• Administers seclusion and restraint techniques in non-violent physical intervention training.

Job Specific Responsibilities:

• Provide administrative support to the leadership team within the Secure Residential Facility Sites, including, interfacing with the Senior and Disability Services Division, Social Security, outside payees, and other agencies, outside vendors and servicers; monitoring resident commitment status; preparing, notarizing, and delivering legal papers; managing resident Current/Discharge Resident database; transcribing psychiatric evaluations, coordinating key distribution and return; on-site petty cash reconciliation and resident stamp updates;
• Provide administrative support to the Program Manager and other management staff, including but not limited to; creating/editing forms for use at the program; preparing, updating, and distributing Resident Logs; maintaining Incident Reporting Binder, prioritize maintenance request and scheduling of Conference and Training rooms;
• Coordinate resident banking and work directly with each client. Distribute resident funds to client and keep accurate records according to Cascadia policy and Social Security. Work with Primary Treatment Coordinators, outside Payees and clients regarding resident budgets and other monetary concerns; complete paperwork for resident benefits; work with Cascadia Money Management to establish and maintain procedure for handling resident funds;
• Function as receptionist, including opening and distributing mail, greeting and directing visitors, and answering incoming phone calls.
• Provides therapeutic interventions with residential as required, and directed by the mental health treatment plan.
• Attends staff meetings to gain knowledge and communicate program and resident needs.
• Provides individual and/or group training in money management and budgeting with clients and Treatment Coordinators.
• Manages MMIS data; coordinating key distribution and return;
• Attend, participate in, and take minutes at meetings as assigned, including but not limited to: Residential Administrators, Secure Residential Planning Team, Clinical Managers and All Staff Meetings; Attend Critical Incident Reviews and draft reports; type and distribute minutes as requested for other committees as requested.
• Complies with and implements the regulations, policies, and procedures under which the facility operates.
• Respects and honors clients rights and responsibilities and demonstrates professional boundaries and ethics.

• Demonstrates responsibility for safety of residents and property. Follow fire regulations and evacuation procedures. Updates Fire Procedures and Evacuation Maps for building. Maintains current MSDS records for site, and notifies building issues to Maintenance.
• Develop, seek, secure, and manage in-kind donations in coordination with Cascadias Development Director.
• Maintains clinical records in a manner that assures compliance with agency policies and procedures and local, state, and federal regulations. Organizes and scans records into electronic medical records (EMR) as required. Manage resident files, program logs and archiving projects.
• Manage inventory and purchase supplies for facilities as well as Incentive program.
• Adheres to mandatory abuse reporting laws and HIPAA requirements.
• Assists in crisis situations as appropriate, following emergency protocols and procedures. Practices and is competent in avoidance, preventing escalation, and physical and mechanical restraint techniques as appropriate, to avoid crisis situations or to neutralize crises in progress.
• Coordinates building maintenance needs with the contracted vendors of the Secure Sites.
• Maintain documentation of valuable documents and possessions for clients including Birth Certificates, Social Security Cards, payee checks and other items in facility safe.
• Act as the on-site Phone Administrator responsible for proper functioning of phones, updating and assisting other staff with phone system, working with Phone Company for other issues.
• Must stay awake on all shifts.
• Other duties as assigned

Qualifications

Education:

The incumbent must have a high school diploma/GED.

Experience:

Three years of work experience in an office setting with accounting or money management skills or comparable experience, demonstrating the ability to perform the job duties.

Specialized Knowledge, Skills and Abilities:

• Type 50 wpm
• Familiarity with basic office equipment, i.e., fax machines, printers, copiers
• Proficiency in computer hardware and software at a level to effectively perform the job functions
• Advanced skills with PC systems, including MS Windows, MS Word and MS Excel preferred
• Ability to enter and retrieve data
• Sound independent judgment and collaboration skills

Other:

Ability to commute to various Cascadia sites and community locations as needed.

Ability to perform CPR and First Aid, and properly use AED equipment. CPR/ First Aid certifications are required and must remain current.

Working Conditions

Work will be performed in a secure (locked) residential setting. The nature of the work dictates that the employee is alert and attentive during his or her assigned shift. Rest breaks and meal periods are subject to interruption. Periodically, staff may be required to work a double shift if the need arises, due to the staffing requirements within each program. There is moderate to high risk of personal injury/illness due to violent behavior, exposure to disease, biohazards, noise and contaminants.

Mental Demands:

The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach.

Physical Demands:

The nature of work requires extended periods of sitting and standing. The majority of work is done utilizing a computer and keyboard.

The Administrative Coordinator must have the ability to assist the team in providing safety to all clients and staff in potentially volatile situations.

Benefits
Cascadia offers benefits to all employees working a regular schedule of 20 hours (.50 FTE or higher) or more per week, including Medical/Dental, Vision, generous Paid Time Off, 403(b) retirement plan with up to 4% match after 1 year of employment, employer-paid life insurance, employer-paid short/long-term disability, flexible spending accounts, Employee Assistance Program (for employee and immediate family), and more!

Cascadia is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact us at 503.963.7654 or peopleandculture@cascadiabhc.org