Admin Support III - Whatcom MCOT - Full Time

Compass Health; Bellingham (WA); On-site; USD 33,062 - 53,726; Full time

Benefits offered by this job

Medical, dental & vision insurance

16 days paid vacation

12 sick days annually + wellness day

13 paid holidays with floating days

Professional development funds & paid-

403(b) retirement plan match

Culture of support and work-life

Job summary

Compass Health is seeking an Administrative Support III for Whatcom MCOT in Bellingham, WA. This full-time role supports clinical and program staff with clerical duties, data entry, scheduling, and HIPAA-compliant records management.

Responsibilities include front-office support, EHR quality checks, reporting, and coordination of staff schedules. Requires a high school diploma and at least 1 year of related experience; medical/behavioral health background is preferred.

Qualifications

• High School Diploma or equivalent required.
• Minimum of 1 year of related administrative or clerical experience.
• Experience in medical, behavioral health or social services preferred.
• Proficiency with Microsoft Office products including SharePoint, Outlook, Calendar, Teams, Word, Excel, and PowerPoint.
• Ability to maintain client confidentiality and comply with HIPAA.

Responsibilities

• Performs weekly data entry of client service records/client registration and files.
• Ensures administrative and clerical functions follow clinic policies and procedures.
• Performs daily chart closings as needed for all emergency programs.
• Quality check on Electronic Health Records (EHR) charts and services.
• Collects data to prepare reports.
• Assists with department trainings as necessary.
• Maintains properly named shared folders and proper placement.
• Front office coordination: greet clients, answer phones, assist visitors.
• Prepares correspondence, reports, and minutes as requested.
• Access WATCH database to pull reports for safety screening.
• Supports clinical staff schedules and ensures HIPAA compliance.
• Maintains files to meet licensing and contract requirements.
• Participates in supervision and team meetings.
• Inventory and supply management in coordination with Office/Clinical Managers.

Skills

Clerical skills

Communication skills

Organizational skills

Multitasking

Data entry accuracy

Education

High School Diploma or equivalent

Tools

Microsoft SharePoint

Outlook

Calendar

Teams

Word

Excel

PowerPoint

Job description

ADMINISTARTIVE SUPPORT III - Whatcom MCOT - Full Time
Location: Bellingham, WA
Program: 505-21360 - Whatcom MCOT
Schedule: Full Time, Mon-Fri
Wage: $24.26-$38.75/hr DOE

The Administrative Support III performs a variety of clerical and administrative duties in support of both program staff members and clients. Responsibilities may include but are not limited to, transcription, scheduling, medical records, triaging calls, reception, coordinating communication between team and clients, de-escalating situations, maintaining program expenditures, coordinating management information system, maintaining client confidentiality, and providing general clerical support to clinical and medical staff as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, other duties may be assigned

• Performs weekly data entry of client service records/client registration and files.

• Ensures that administrative and clerical functions are performed in accordance with Clinic policies, procedures, and/or protocols.

• Performs daily chart closings as needed for all emergency programs

• Quality Check on Electronic Health Record (EHR) Charts & Services

• Collects data necessary to prepare reports.

• Assists with department trainings as necessary

• Ensures that all shared folders are up to standards with proper naming conventions and proper folder placement

• Provide front office coordination and client-facing support as needed, which includes greeting clients, answering phones, helping clients and families, working with callers or visitors to ease urgent situations or temporarily manage them until other staff is available, and letting staff know of client symptomatic behaviors.

• Prepares correspondence, reports, documents, and minutes as requested.

• Access WATCH database to pull reports in support of safety screening as requested.

• Provide administrative support to create and update clinical staff schedules in close coordination with Clinical Leadership and frontline staff.

• Maintains and reviews files to ensure compliance with WAC licensing and contract requirements.

• Participates in regularly scheduled supervision and team meetings.

• Take supply inventory in close coordination with the Office Manager, Clinical Manager, and frontline staff. Additional responsibilities include stocking, organizing, and maintaining Vehicle and Office Inventory.

• Prepare and update electronic and paper intake packets consistent with current program requirements, to ensure all items are readily available for Clinical Staff.

• Remains compliant with required training and certifications.

• Behaves in an ethical and professional manner consistent with agency policy, state law, and licensing entities if applicable.

• Understands and practices safekeeping of client protected health information per Compass Health's HIPAA and other agency policies and procedures.

• Demonstrates respect for diversity and a commitment to developing multicultural competency and sensitivity

• Demonstrates a commitment to Equity and dedication to dismantling individual and systemic barriers that perpetuate inequities, while collectively building a culture of inclusivity, fairness, and psychological safety.
• Demonstrates commitment to Compass Health's Strategic Intention, core Values and Core Competencies.
• This position requires a rotation of in-office responsibilities across multiple Compass Health office sites. The employee will be working in clinical office environments. While performing the duties of this job, the employee must occasionally lift and/or move up to 20 pounds and is regularly required to sit, stand, walk, talk, and use close vision. The noise level in the work environment is usually moderate.

What You Bring:

• High School Diploma or equivalent required, AA or BA Degree preferred.

• Minimum of 1 year of related work experience.

• Experience in medical, behavioral health or social services field preferred.

• Crisis services work preferred.

• Be 21 years of age and have a valid Washington State Driver's License including vehicle and appropriate insurance, if applicable.

• Proficiency in using Microsoft Office products including Microsoft SharePoint, Outlook, Calendar, Teams, Word, Excel, and PowerPoint.

• Proficiency in data entry of client demographics into a clinical database.

• Excellent clerical and/or administrative skills.

• Ability to maintain a positive, solution-focused demeanor when responding to conflicts or problems.

• Demonstrated organizational skills and the ability to multitask within a fast-paced environment.

• Excellent communication skills, written and verbal.

• General computer proficiency, including the ability to utilize electronic medical record systems and accurate typing and word processing skills.

• Ability to pass pre-employment criminal background check, which may or may not include an additional search by DSHS.

What We Offer:
Compass Health is the region's largest nonprofit behavioral healthcare provider. We've supported our communities for more than 110 years, and that legacy of care extends to our employees through:

• Medical, dental & vision insurance - fully covered for full-time staff
• 16 days paid vacation in your first year
• 12 sick days annually 1 wellness day
• 13 paid holidays, including 2 floating personal holidays
• Professional development funds & paid education leave
• 403(b) retirement plan match after one year
• A culture that prioritizes support, inclusion, and work-life balance

Why Compass Health?

At Compass Health, we believe in whole-person care, in meeting people where they are-literally and figuratively-and in investing in our staff as deeply as we do our clients. When you join our team, you become part of a mission that matters.

Explore more at www.compasshealth.org