Operations Specialist - UMTYS

bellefairejcb; Cleveland (OH); On-site; USD 40,500 - 49,500; Full time

Benefits offered by this job

Health and Rx plans

Wellness program

Paid time off and holidays

Parental leave

Tuition reduction

401(k) with employer match

Pet insurance

Life insurance

Employee Assistance Program

Education support

Flexible Spending Account

Job summary

Bellefaire JCB is seeking an Operations Specialist for the UMTYS unit in Cleveland, OH. The role focuses on confidential record handling, information release, and maintaining client records in the EHR.

You will assist with trainings, meetings, and cross-department support while ensuring compliance with privacy guidelines. You will coordinate referrals, transitions, and logistics, and help manage department facilities and data tracking.

Qualifications

• Education: High School Diploma required; Bachelor’s preferred.
• 2-3 years of office experience required.
• Must have and maintain a valid driver’s license and driving record.
• Must have reliable transportation.

Responsibilities

• Handle requests for Release of Information per policy.
• Update and maintain Release of Information database.
• Prepare files for storage and send to off-site storage; lift boxes as needed.
• Retrieve files and track requests.
• Verify client insurance (Medicaid & Commercial) as needed.
• Enter new clients into EHR and maintain client records.
• Update program census and upcoming PDE/ITP/discharge dates.
• Assist with trainings, events, and project coordination.
• Support UMTYS dept: file maintenance, auditing, scheduling, authorizations.
• Support All-Department meetings: agendas, minutes, logistics.
• Represent agency in relationships with partner orgs and referrals.
• Lead logistics of client transitions (referrals, utilities, movers).
• Maintain agency platforms (Smartchart, OneDrive, Inovalon).
• Assist with staff onboarding/offboarding and celebrations.
• Maintain UMTYS supplies/inventory and monthly financial ops.

Skills

Independent Judgment

Service Orientation

Technical Proficiency

Cultural Competency

Interpersonal Communication

Professional & Ethical Conduct

Collaboration & Teamwork

Problem-Solving

Education

High School Diploma

Bachelor’s Degree in Business or related field

Tools

Electronic Health Record (EHR)

Job description

BENEFITS AND SALARY

The Salary for this position is $45,000 / year.

At Bellefaire, we prioritize our employees and their wellbeing. We provide competitive benefit options to our employees and their families, including domestic partners and pets.

Our offerings include:

• Comprehensive health and Rx plans, including a zero-cost option.
• Wellness program including free preventative care
• Generous paid time off and holidays
• 100% paid parental leave for childbirth, adoption, and foster care, plus comprehensive fertility and IVF support
• 50% tuition reduction at Case Western Reserve University for the MSW program
• 403(b) retirement plan with an employer match
• Pet insurance
• Employer paid life insurance and long-term disability
• Employee Assistance Program
• Support for continuing education and credential renewal
• Ancillary benefits including: dental, vision, voluntary life, short term disability, hospital indemnity, accident, critical illness
• Flexible Spending Account for Health and Dependent Care

QUALIFICATIONS

• Education: Minimum High School Diploma required. Bachelor’s Degree in Business or related field preferred.
• Licensure: None
• Skills/Competencies:
  • Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
  • Independent Judgment: Demonstrate ability to perform job responsibilities with a high degree of initiative and independent judgment.
  • Service Orientation: Anticipate, recognize, and meet the needs of others, whether they are clients or not.
  • Technical Proficiency: Demonstrate competence in utilizing Agency computer systems and software as required to perform essential job functions.
  • Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
  • Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
  • Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
  • Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
  • Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathered information and sorts through it to identify and address root cause issues; makes timely decisions including strong organizational skills, prioritization, adaptability, and ability to work in a fast paced environment.
• Experience: 2-3 years of office experience required.
• Other: Must have and maintain a valid driver’s license and driving record that meets the underwriting criteria of the Agency’s insurance company.
• Must have reliable transportation

AGENCY SUMMARY

Bellefaire JCB is among the nation’s largest, most experienced child service agencies providing a variety of behavioral health, substance abuse, education and prevention services. Through more than 25 programs, we help more than 30,000 youth and their families each year achieve resiliency, dignity and self-sufficiency.

POSITION SUMMARY

Under the direction of the Senior Director of UMTYS (Unsheltered, Missing, and Transitional Youth Services), the Operations Specialist - UMTYS is an integral part of the Continuous Quality Improvement process of BJCB. The Operations Specialist- UMTYS ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential in nature. Further, the Operations Specialist- UMTYS ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

RESPONSIBILITIES INCLUDE

1. Handle requests for clinical record information (i.e. Release of Information) in accordance with Agency policy.
2. Update and maintain the Agency Release of Information database.
3. Prepare files for storage and send files to off-site storage. This includes lifting boxes approximately 25-301bs.
4. Retrieve files from storage as necessary and track requested records per Agency policy.
5. Check and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.
6. Enter new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.
7. Update physical and digit tracking mechanisms for program census and pertinent information, including but not limited to, upcoming Psychiatric Diagnostic Evaluation (PDE), Individual Treatment Plan (ITP), and discharge dates.
8. Assist with Agency/Departmental planned trainings, events, and special projects as needed, including, but not limited to, coordination of event logistics, organization of materials, and communications with internal and external stakeholders.
9. Provide support to UMTYS department including, but not limited to, maintaining files, scanning, audit preparedness, and answering the phone as required and needed, appointment scheduling, prior authorizations, and turning in completed Quarterly Privacy and Security Compliance Review for employees.
10. Provide support for All-Department meetings/trainings, including compiling agenda items from UMTYS departmental leaders, creating PowerPoints, sending agendas and meeting minutes to all department staff, coordinating/scheduling guests speakers/presenters, printing needed items for department meetings, day of logistical support, and coordinating review of content and signatures of staff not present at all department meetings.
11. Represent the Agency/Department in the development or maintenance of relationships with other organizations, property managers, community agencies, public agencies, and referral sources including, but not limited to, meeting in person for referral delivery/finalization.
12. Accompany departmental staff when conducting apartment inspections as assigned.
13. Lead logistical components of client transitions, including coordination of referrals for household items, utilities service requests, movers, and meeting partners at apartments when assigned.
14. Assist with ongoing maintenance of Agency platforms used within programs (i.e.,Smartchart, OneDrive, Inovalon).
15. Assist with staff onboarding, offboarding, and celebrations through including, but not limited to, updating department organizational chart, tracking milestones of staff, coordinating CPR/First Aid requirements, equipment needs, and scheduling logistics.
16. Maintain/order UMTYS department office/program supplies/inventory, food, and client specific needs.
17. Manage UMTYS department financial operations including monthly commercial card expense reports, monthly ILP diem billing submissions, reimbursement requests to external partners for approved client specific purchases, staff reimbursement requests, ILP/TLP client weekly stipends, apartment utility bills, providing monthly landlord remittances to property management partners, and other revenue/expenses as required by UMTYS.
18. Collect and monitor information needed for grant/contract requirements, including data input into excel sheets, staff trainings/outreach, and other tracking/organizational duties as assigned.
19. Manage special projects as assigned.

OTHER DUTIES

1. Attend scheduled staff meetings, supervision, and on-going training.
2. All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
3. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
4. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
5. Other duties as assigned by management.

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.