POSITON TITLE: COMET Program Assistant Non-Exempt Position

RESPONSIBLE TO:Program Director

MAJOR DUTIES: This support member to the ACT multidisciplinary team is responsible for organizing coordinating and monitoring all nonclinical operations of ACT under the direction of the team leader; providing receptionist activities including triaging calls coordinating communication between the team and clients deescalating situations with clients who have increases of symptomatology and assisting clients their families and agencies to get answers to question; maintaining accounting and budget records for client and program expenditures; and operating and coordinating the management information fulfilling these duties the incumbent performs the following duties independently:

1. Prepare the monthly staff work schedule and recommend and revise policiesand procedures pertaining to these schedules in accordance with labor contract agreements.

1. Maintain records of time staff worked and leavetime.
2. Maintain and review with the team leader the unit budget for operation ofthe ACT facility and assure that all purchases of supplies and equipment remain within thatbudget.

1. Order and maintain unit supplies equipment and furniture; arrange for repairof office furniture and equipment; record mileage logged on program vehicles;and arrange for maintenance of programvehicles.

1. Assist nurses in ordering medication for clients from pharmacies accordingto state purchasingregulations.
2. Record admissions and discharges to provide a source of informationfor statisticalreports.
3. Maintain ACT client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies including the following: set up charts for newly admitted clients; file materialsin client charts and files to assure current accurate information is available; and monitor ACT clinical charts in coordination with the team leader to assure that they are being maintained in accordance with unit policies andprocedures.

1. Inform and consult with ACT staff for the proper maintenance of ACT clinical charts and conduct in-service training for ACT staff regarding clinicalcharting requirements.

1. Type letters memos and reports using word-processingequipment.
2. Prepare letters to request medical records and client authorizations andmaintain log of requests and recordsreceived.
3. Design and maintain forms to obtain and maintain insuranceinformation regarding all ACTclients.
4. Collect necessary data and prepare reports.

1. Sort route and prioritize incoming mail with distribution to appropriatestaff.
2. Greet people at ACT headquarters and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients families community resources and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend tosymptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress); and (5) decide when and how quickly to refer calls to otherstaff.
3. Assess and report clinical behaviors and information (such as poor self-care medical problems and increased overt symptoms such as agitation) that areout of the ordinary for that particularclient.
4. Manage and operate a system to disperse money to clients accordingto individual client budgets in accordance with clients treatment plan case managers.

1. Manage and maintain an account with a local bank for deposits andwithdrawals of clientbudgets.

1. Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the ACT program andguardians orpayees.
2. Manage and operate the system to document all cash transactions with receipts signed by clients upon receivingcash.
3. Manage and operate the system to receive money from guardians orpayees maintaining a record of receipt and the current balance for eachclient.
4. Communicate with landlords regarding client rental agreements and payment of rent.
5. Operate and coordinate the computer and management information systemsfor theprogram.
6. Complete the training for apple health/medical insurance ( patients receiving services and their families in accessing Medicaid benefits;
7. Provide patients access to WA. Apple Health BH Services Booklet ( duties asassigned.

KNOWLEDGE AND SKILLS REQUIRED

1. Education and experience in the field of human service (e.g. associate or bachelors degree in human services or experience as an inpatient unit clerk or in a medical clinic) or office management or both is preferred.

1. Possess people and problem-solving skills to assist and support clientswith severe and persistent mental illnesses and theirfamilies.

1. Solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the largersystem.
2. Knowledge of computers and software; simplified bidding contractingbilling and accounting procedures; medical records management; and personnel policies and procedures isrequired.
3. Must have a strong commitment to the right and ability of each person witha severe and persistent mental illness to live in normal community residences; work in market jobs; and have access to helpful adequate competent and continuous supports andservices.
4. Skills and competence to establish supportive trusting relationships withpersons with severe and persistent mental illnesses and respect for client rights and personal preferences in treatment areessential.
5. Valid drivers license for the state of Washington.

COMPLEXITY

The incumbent provides agency based services to clients in seeking treatment. Strong communication skills sound judgment and creativity are required to help implement and deliver support services that meet the complex needs of the clients.

PERSONAL CONTACTS

Contacts are with members of the treatment team clients significant others of the clients administrative supervisory and clerical personnel employers representatives of various community agencies specializing in the treatment of chemical abuse related community representatives including lawyers parole officers and other court officials. All personal contacts are carried out in accordance with federal and state statues laws and regulations dealing with the confidentiality of alcohol and drug-dependent client records.

PHYSICAL DEMANDS

While performing the essential functions of the job the employee is regularly required to sit speak clearly hear and use hands and fingers to manipulate writing utensils and keys on a keyboard. The employee is occasionally required to stand walk reach with hands or arms stoop kneel crouch or lift and/or move maximum of 15 lbs.

WORKING ENVIRONMENT

Most working hours are spent indoors in offices or meeting rooms.