Administrative Assistant ll - FT/DAY

Pioneer Human Services; Everett (WA); On-site; USD 30,000 - 38,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

FSA

Retirement plan

Tuition assistance

Public transportation discounts

Employee Assistance Program

Job summary

Pioneer Human Services is seeking an Administrative Assistant II to support program operations and data management in Washington. The role emphasizes policy-compliant documentation, client data tracking, and coordination of admission processes.

This position involves engaging with stakeholders, handling onboarding, and using Excel and CMIS tools. It offers a comprehensive benefits package and opportunities for growth within a nationally recognized nonprofit with a community focus.

Qualifications

• GED or high school diploma required.
• Minimum 2 years' experience in a business office or similar position.
• Excellent oral and written communication skills.
• Ability to multitask and stay organized in a dynamic environment.
• Strong computer skills including Excel and Microsoft applications.

Responsibilities

• Plan, coordinate and implement quality and cost-effective support services for the program.
• Maintain client data tracking and Client Management Information Systems (CMIS).
• Prepare and file forms, documents, and schedules as directed.
• Track demographic information, census, and reporting requirements.
• Assist in data analysis and quality assurance activities to ensure high standards.
• Onboard new employees and manage mail system as needed.
• Support admissions processes and maintain liaising with referral agencies.

Skills

Multitasking

Excel

Microsoft Windows

Customer service

Analytical skills

Education

GED or high school diploma

AA degree

Tools

Microsoft Office

EHR systems

Job description

If you are looking for employment with a purpose where you can help improve the daily lives of the members of your community, then consider a career with Pioneer Human Services!

We are currently looking for a Administrative Assistant II with a passion for human services. This is an exciting opportunity to be involved with an organization focused on a transformative path towards social change, creating pathways for rehabilitation, reintegration, and redemption.

Who we are - Our Mission

We empower justice-involved individuals to overcome adversity and reach their full potential.

For over 60 years, we have proudly serviced our clients with professionalism and empathy. We are a nationally recognized non-profit with 35+ locations across Washington state that provided a chance for change to over 9,500 individuals in 2024.

What We Offer

At Pioneer, our employees are our most valuable asset. That's why we're proud to offer a comprehensive Total Rewards package designed to support your health, security, and work-life balance.

Compensation

New hires for this position typically start between $21.79 and $27.24 hourly, depending on factors such as work location, experience, qualifications, skills, competencies, internal equity, and market conditions. While the full pay range is provided to support pay transparency, individual compensation will vary within the range based on these factors.

Benefits That Invest in You

At Pioneer, we offer a comprehensive benefits package designed to support your health, financial well-being, and continued growth.

Health & Wellness Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Flexible Spending Account (FSA)
• Dependent Care Flexible Spending Account

Financial Protection

• Employer-provided life insurance
• Accidental Death & Dismemberment (AD&D) insurance
• Disability coverage

Invest in Your Future

• Front-Loaded Tuition Assistance
• Retirement Plan
• Employee recognition programs
• Public transportation discounts
• Employee Assistance Program (EAP)

Join Pioneer and build more than a career. Be part of a team that supports your well-being, recognizes your contributions, and invests in your future. Benefit eligibility, coverage, contributions, and program provisions are subject to the terms of the applicable benefit plans and policies.

What You'll Do

The Administrative Assistant II is responsible, for the planning, coordination and implementation of quality and cost-effective support services for the program. The Administrative Assistant II is responsible for client data tracking, and Client Management Information Systems.

Primary/Essential Duties And Responsibilities

Documentation

• Prepares and types forms, documents, and schedules as directed.
• Tracks and monitors the reporting of special incidents, census, and other reports.
• Inputs and tracks demographic information, roster, census, and other data relevant to all licensing and contractual compliance.

Statistical Analysis and Quality Assurance

• Analyzes data from multiple data sources as directed.
• Prepares and assists in the preparation of data reporting as directed.
• Assists Director in gathering and analyzing data related to Quality Assurance activities to maintain quality of care consistent with or exceeding Washington State standards.
• Compiles statistical data and other resident information within program.
• Audits personnel files.
• Performs routine audits of electronic health record (E.H.R.) profiles to confirm data accuracy and support proper billing and reimbursement processes.

Communication and Collaboration

• Provides in-service training to all program staff as directed and creates training manuals as needed.
• Attends and participates in scheduled departmental staff meetings.
• Promotes and models teamwork and collaboration with coworkers.

Operational Support

• Makes appointments and other business arrangements as directed.
• Orders facility supplies and equipment.
• Performs all new employee onboarding.
• Monitors mail system.

Admissions (If applicable to program)

• Reviews and tracks all incoming applications for completeness and determines appropriateness for admission.
• Consults with relevant departments and agencies to make appropriate admissions.
• Maintains and monitors contact with referring agencies and related Behavioral Health Organizations (BHO) and Managed Care Organizations (MCO).
• Oversees the scheduling of bed dates.
• Reviews census projections daily in accordance with admission and discharge planning
• Supports tracking systems for programs data needs.

Performs other duties as required

Qualifications

Required

• GED or High School Diploma
• Minimum 2 years' experience working in a business office or similar position.
• Excellent oral and written communication skills
• Ability to multitask
• Strong computer skills including Excel, Microsoft Windows and Microsoft applications
• Strong Analytical Skills
• Excellent customer service skills

Preferred/Desirable

• AA degree
• Experience with residential treatment or working with individuals with one or both chemical dependency and mental health disorders
• Training in computer science; knowledge or experiences with accounting/bookkeeping procedure and client records desirable.

EEO

Pioneer human services is an equal opportunity employer of minorities/women/individuals with disabilities/protected veterans and does not unlawfully discriminate under federal, state, or local laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status. EEOC is the Law/EEO Policy Statement

Drug-Free Company

Pioneer Human Services is a Drug-Free Company. This position has been deemed safety sensitive under RCW 49.44.240(3) and is subject to both pre-employment drug testing and drug testing during employment, to include testing for marijuana.