CCS/CST Administrative Assistant / BH Intake Coordinator

JOB DESCRIPTION

POSITION: CCS/CST Administrative Assistant / BH Intake Coordinator

LOCATION: Mishomis Wellness Center (MWC)

WAGE: $15.00 - $18.00 per hour plus benefits

SUPERVISOR(S): CCS Administrator

THIS IS A REGULAR FULL-TIME NON-EXEMPT POSITION

JOB SUMMARY: This position is responsible for coordinating and tracking all the referrals and admission forms for the CCS and CST program. Position will complete billing, filing, preparing, planning for the monthly coordination committee, ensure satisfaction surveys are completed and assist the director in the day to day operation of the program. This position will provide accurate and professional communication at the office, on the phone and in writing.

DUTIES AND RESPONSIBILITIES:

1. Answer all MWC program phone calls, direct calls, complete and submit intakes to appropriate behavioral health program staff and providers.

2. Distribute and pick up mail from tribal administration and community health center.

3. Schedule AODA and Mental Health appointments in BWC scheduler as needed.

4. Assist with intake from Electronic Health Record (EHR) consults.

5. Assist with inpatient treatment process for new referrals

6. Assist in developing a system to compile all MWC incoming client data and submit to Medical Records routinely.

7. Take referrals for the CCS and CST programs; develop and maintain relationships with community referral sources, such as schools and community groups.

8. Review Medicaid eligibility, complete initial intake, obtain eligibility documentation prior to scheduling of required screens

9. Greet clients, visitors, and guests of the Mishomis Wellness Center.

10. Answer the telephone, route calls to the appropriate staff person or take messages.

11. Assist the CCS Director and CCS Administrator in performing staff and client chart audits on the program.

12. Assist with planning of public education, workshops, trainings and awareness of issues and programs for children, adults and families.

13. Develop interagency agreements with programs that serve children, individuals and families.

14. Work with the billing department and CCS/CST staff on billing for services.

15. Help CCS/CST staff maintain individual records on active and inactive clients according to program policy and state and federal regulations.

16. Type staff correspondence, reports, and other materials. Maintain copies for program records and files. Distribute as directed.

17. Maintain strict confidentiality of all program activities and information as required by state and federal regulation.

18. Present a professional, caring image for the Health Center and its programs.

a. Maintain a cooperative relationship with other Health Center staff and co-workers.

b. Demonstrate tact, courtesy, and respect in communication and interaction with Health Center patients, visitors, and staff and with outside agencies and programs.

c. Promote a working environment noted for effective cooperation and collaboration between programs, services, and co-workers

19. Maintain an adequate inventory of office supplies and materials for the programs to use.

20. Oversee the scheduled and unscheduled maintenance of all office equipment.

21. An understanding of the state CCS and CST rules and regulations

22. Assist the Director as needed.

23. The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.

KNOWLEDGE:

1. Knowledge in Excel, Word and Office programs.

2. Sound judgment and the capacity to respond to unusual circumstances and emergencies. Have the ability to work under stressful conditions.

3. Ability to deal constructively with emergencies and conflicts.

4. Knowledge of and sensitivity for Ojibwa culture and traditions

QUALIFICATIONS:

1. Associate degree OR 2 years’ experience in office management, required.

2. Good interpersonal skills and the ability to get along with diverse populations (clients, co-workers, professional staff, administration and the public)

3. Excellent communication skills, written and oral

4. Ability to operate standard office machines

5. 2 years’ computer experience, required.

6. Work experience or volunteer activities in the field of substance abuse treatment, preferred

7. 2 years’ experience in medical billing and insurance, preferred.

8. Must have a valid driver’s license, regular access to a motor vehicle and appropriate vehicle coverage and maintain driver’s eligibility as a condition of employment. Be eligible to be put on the tribe’s vehicle insurance policy.

PERSONAL CONTACTS: Considerable daily contact will be made with the patients, general public, tribal leadership, Program Directors and staff, consultant(s), and the Tribal Community.

PHYSICAL REQUIREMENTS: The duties assigned to this position involve bending, stooping, lifting and carrying. Items may be placed on overhead shelving.

WORK ENVIRONMENT: Environment must be maintained as clean, non-smoking, well-ventilated work area in adherence to all safety regulations. Private homes and other facilities will not necessarily meet the criteria of the established safety regulations. All Tribal Buildings are smoke free.

TRAVEL REQUIREMENTS: The ability to travel and attend meetings and trainings; overnight and out of town, both locally & nationally

BEHAVIOR AND ATTITUDE: The vision, goals and objectives of the Red Cliff Band of Lake Superior Chippewa requires that the employee performs in both a professional and personable manner. The manner in which the employee relates to fellow employees, customers and visitors is considered parallel in importance to technical knowledge and ability. Respect and consideration given to the dignity of each customer, visitor and fellow employee is a requisite of successful job performance. Any behavior or attitude that tarnishes the name or image of the Red Cliff Band of Lake Superior Chippewa will be subject to immediate disciplinary action up to and including termination.

Indian preference will be applied in the case of equally qualified applicants, but all qualified applicants will be considered.

This job description is subject to change at employer’s discretion, after consultation with the employee.

APPLICATION SUBMITTAL REQUIREMENTS: The following items are required for this position:

1. Completed Tribal Application, to include work history and references, available on the Tribal website.

2. Tribal Background Investigation Disclosure; available on the Tribal website.

3. Consent to Release Liability and Reference Information Form; available on the Tribal website.

4. Resume, required; cover letter, optional.

5. Post-secondary transcripts or certifications; if applicable.

POSTING DATE: April 25, 2024

DEADLINE: May 9, 2024

FOR FURTHER INFORMATION CONTACT:

Red Cliff Band of Lake Superior Chippewa

Human Resources Department

88455 Pike Road

Bayfield, WI 54814

www.redcliff-nsn.gov

(715)779-3700

The Red Cliff Tribal Council has a Drug Free Work Place Policy and adheres to the intent of the Drug Free Work Place Act. All new hires are subject to a drug test prior to starting.

All applicants for employment with the Red Cliff Tribe will be subject to the background investigation and other requirements of RCCL Chapter 43, and are under a continuing obligation to supplement this application for employment with information concerning any convictions that occur after commencement of employment with the Tribe.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person