Office Manager/Scheduler

Kent Youth and Family Services (KYFS) is a non-profit Agency founded in 1970 serving low income and under-resourced children and families to high quality mental health and substance use disorder services, early childhood education, and after school programs.

The Office Manager/Scheduler works in the behavioral health department and will be accountable for ensuring the counseling department runs efficiently.

DUTIES AND RESPONSIBILITIES:

• Assists with keeping the clinical team’s calendars up to date.
• Schedules clients for clinical appointments; including following up with no-show/no-calls, rescheduling cancellations; initiates appointment reminders.
• Check insurance benefits and support administrator with insurance related billing needs.
• Creates and maintains intern files.
• Engage as the first point of contact for existing and potential new clients; including considerate inquiry into their needs, conducting preliminary screening for appropriateness for KYFS services, insurance verification and scheduling of intake.
• Full charge of reception phones; accurately and professionally direct calls to appropriate departments and ensure clients are engaged promptly.
• Monitor and manage the front door, ensuring secure and appropriate access to the building.
• Perform data entry and scanning of files.
• Handles incoming mail distribution and outgoing mail preparation.
• General clerical support including file creation and control, mailing list preparation, material collation.
• Coordination and management of weekly janitorial service, and ensuring the general upkeep and cleanliness of common areas daily between janitor visits
• Coordination of general building maintenance, including office equipment.
• Responsible for ordering office supplies and maintaining regularly used items are in stock.
• Creates and maintains e-mails and Teams groups for agency staff and interns and assigns to appropriate e-mail groups and distribution lists.
• Distributes laptops and ensures devices are signed out, documented and properly set up and reviews agency laptop and portable device procedures and form with staff and interns.
• Provides support to other departments as assigned or requested by supervisor.
• Handles On-boarding and Off-Boarding of staff and interns: i.e.: e-mail, accounts, devices, keys, key cards, and other agency property.
• Assists human resources with general agency requirements, and general onboarding: IE: e-mail access and multifactor authentication.
• Other duties as assigned.

QUALIFICATIONS/REQUIREMENTS:

• Two or more years of related experience.
• Minimum of a High School Diploma or GED.
• Knowledge and hands-on experience working with electronic health records.
• Experienced receptionist, to answer both external and internal phone calls.
• Proficiency in MS Office and all Office Suite products including: Excel, Word, and PowerPoint.
• Professional and support-service oriented with the ability to effectively interface with employees, all levels of management, agency clients and the general public.
• Strong communication skills: verbal and written.
• Able to function independently with minimal supervision and work well as part of a team.
• Reliable and able to prioritize, coordinate several projects and work under pressure.
• Strong time management skills with the ability to multi-task.
• Must be able to always respect and maintain strict confidentiality - HIPAA compliance required.
• Experience working with and appreciation for diverse populations.
• Acceptance of a variety of lifestyles, behaviors, and cultural and spiritual practices.
• Flexible schedule to work early evening hours to meet the needs of agency clients.
• Satisfactory completion of any required fingerprinting and criminal background checks.
• Valid Washington driver’s license, acceptable driving record, personal automobile for use of job-related transportation, current auto insurance meeting minimum Washington vehicle insurance requirements.

OTHER DESIRED SKILLS/EXPERIENCE:

• Proven experience with medical insurance billing and credentialing.
• Bi-lingual: English and Spanish – highly preferred.
• Experience with Provider One Checks, OhMD and Credible.
• Experience working in a medical office or similar work environment.

COMPENSATION & BENEFITS:

• JOB TYPE/SCHEDULE: Full time, Monday to Friday (M-TH 9:30am - 6pm or 10:30am - 7pm and Fri 8:30am - 5pm) Position works on site at main office in downtown Kent.
• STARTING PAY: $24-$26 per hour/DOE (Per WA State pay transparency law, the pay range for this position is $24-$36 per hour dependent upon performance and years of service)
• BENEFITS: Full Time staff are eligible for: 11 paid holidays; up to 3 weeks of vacation 1st year of employment; and accrue up to 12 paid sick days per year. Company paid 403b retirement: current contribution is at 5% after one year of employment; paid medical, dental, vision, life and LTD insurance for employee with coverage beginning the 1st of the month following 30 days of continuous employment. We offer 3 different medical plans, with one plan being zero cost for employee. EAP. Free parking. Office is easily accessible from Hwy 167.