Program Assistant - Diversion / Re-entry

Catholic Charities of Central Washington; Wenatchee (WA); On-site; USD 27,744 - 32,125; Full time

Benefits offered by this job

13 paid holidays

Health insurance

Retirement plan 403(b)

Education assistance

Job summary

Catholic Charities of Central Washington in Wenatchee, WA is seeking a clerical support I to assist the Diversion team with phone coverage, chart maintenance, and scheduling. The role emphasizes accuracy, timeliness, and collaboration with staff and community partners.

Key duties include maintaining HIPAA protocols, updating trackers, coordinating with court and community partners, and supporting program staff in daily operations. Strong communication and organization are essential.

Qualifications

• High School Diploma or GED is required.
• Associate degree in Business Administration or related field preferred.
• 1 year experience in office or administrative work is required.
• Able to operate standard office equipment and learn EMR systems.

Responsibilities

• Provide clerical support: handle calls, route messages, maintain HIPAA protocol.
• Provide program support: schedule appointments, prepare reports, attend meetings.
• Maintain client charts, run audits, and manage program trackers.
• Assist with administrative duties and special projects as assigned.

Skills

Pleasant demeanor

Bilingual (English/Spanish)

Detail-oriented

Multi-tasking

Microsoft Word

Microsoft Excel

EMR systems

Office equipment

Education

High School Diploma or GED

Associate degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

EMR systems

Job description

Description

Position Summary

Support Diversion services by providing friendly and efficient service to all callers, clients, and community partners. Professionally communicate information to staff and complete projects in an accurate and timely manner, according to Agency standards.

Responsibilities

Provide clerical support

• Handle incoming calls related to Diversion team activities, and check after-hours messages to ensure they're quickly and accurately forwarded to the appropriate staff
• Maintain HIPAA protocol at all times
• Maintain staff schedule availability and assist the Program Manager, with maintaining the on‑call schedule
• Check all equipment to ensure readiness for use (including stocking paper, toner, etc.)

Provide Program Support

• Open and close client chart episodes, run regular reports for chart audits, and review notes for accuracy and errors
• Support program staff to schedule client appointments and screenings
• Attend community meetings as needed
• Update program trackers and spreadsheets during team huddles and after meetings
• Maintain meeting minutes and assist in scheduling team and community meetings
• Maintain current and accurate financial eligibility, including Medicaid, using ProviderOne database
• Assist with the development of informational brochures, newsletters, flyers, etc.
• Assist with all administrative duties to support the program and program staff
• Assist with special projects as assigned
• Complete program filing/scanning, and submit client and court correspondence on time
• Maintain program supplies and support Program Manager to submit finance requisitions; organize and compile program data in collaboration with the Program Manager
• Review available resources with participants eligible for outreach
• Coordinate with criminal court system partners and law enforcement for client eligibility and outreach

Maintain and foster a positive and outgoing team atmosphere towards staff and client.

Perform other duties as assigned.

Qualifications

The following requirements are those that are normally required for performance of this position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Education

• High School Diploma or GED, required
• Associate degree in Business Administration or related field, preferred

Experience

• 1 year experience in office or administrative work, required

Special Skills

• Pleasant, professional, welcoming and friendly demeanor with staff and clients
• Bilingual (English/Spanish) preferred, but not required
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multi-tasking
• Comfortable with computer programs, specifically Microsoft Word and Excel with the ability to efficiently learn and navigate Electronic Medical Record (EMR) systems
• Experienced use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator
• Ability to maintain a professional, positive, team-oriented service attitude toward clients and staff at all times

Licensure, Registration, Certification

• Valid Washington State driver's license and minimum required liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities liability insurance provider

Employment is conditional upon

• Being cleared by criminal background check and fingerprinting when required

Work Schedule

Monday-Friday, 8:00am - 5:00pm

Wage Range

$20.14 - $23.32, depending on education & experience

Benefits

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.