Administrative Assistant II - Intake (on-call)

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 an Administrative Assistant II - Intake (on-call) 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 important. That’s why we offer a Total Rewards package that includes compensation and benefits to support employees' health, security, and balance.

Compensation:

New hires for this position typically start between $19.86 and $24.82 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:

Eligible after 30 days of full-time employment (minimum of 30 hours/week):

• Medical
• Flexible spending
• Dental
• Vision

Additional coverage after 60 days:

• Life
• AD&D
• Disability

Other benefits:

• Dependent Daycare Flexible Spending
• Tuition assistance (100% for bachelor's, 50% for graduate programs)
• Retirement plan (3.5% annual compensation contribution, plus 3.5% match for 6% individual contribution)
• Employee recognition programs
• Public transportation discount
• Employee assistance program (EAP)

Join Pioneer and be part of a team that values and invests in you.

What you'll do
The Administrative Assistant II – Intake is responsible for the seamless admission of participants into crisis and residential services.

Primary/essential duties and responsibilities are but not limited to:

• Serves as a primary point of contact for individuals entering residential and crisis services.
• Conducts physical inventory of belongings and medications and prepares individual for next phase of intake.
• Identifies urgent or immediate needs during the intake process and coordinates timely communication and escalation to appropriate clinical or crisis staff.
• Coordinates with clinical and program staff to support a smooth transition from intake into residential or crisis services.
• Analyzes data from multiple data sources as directed.
• Prepares and assists in the preparation of data reporting as directed.
• Assist 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.
• Identifies trends, barriers, and recurring issues within the intake and admission process and communicates findings to leadership to support process improvement and quality assurance.
• Maintains confidentiality and ensures all intake and admission activities are conducted in accordance with applicable regulations, licensing standards, contractual requirements, and organizational policies.
• Communicates with referring agencies, hospitals, behavioral health organizations, managed care organizations, community providers, pharmacies, individuals, and families to obtain necessary information for continued care in residential or crisis services.
• Provides individuals and referral sources with information regarding program services, admission criteria, expectations, required documentation, and the intake and admission process.

What you'll bring (required qualifications):

• 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

Preferably you'll bring (preferred/desirable qualifications):

• AA degree or Medical Assistant
• Medical Assistant experience
• 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.

• Working conditions are normal for a professional office environment.

• Must be able to occasionally lift up to 25 pounds.
• Routinely uses standard office equipment such as laptop computers and smartphones.
• Must be able to handle stress that is involved in meeting deadlines and working on high volume projects. 
• Must be flexible and able to interact with employees at all levels.
• Ability to travel to multiple locations within Washington state. Travel is primarily local during the business day, although some out-of-area and possible out-of-city travel may be expected.

 Residential/Inpatient/Outpatient Medical Monitoring Facility

• Must be able to occasionally lift up to 40 pounds.
• Exposure to hazards is limited to those commonly found in these environments (i.e., janitorial and maintenance chemicals, blood-borne pathogens, viruses, and bacteria).
• Work is performed almost exclusively indoors in a medical monitoring facility.
• All tools and equipment are required of the position to perform their duties.
• Ability to be awake and alert to meet clients’ needs during all shifts.
• Daily contact with clients, including some contact with those who may be angry, depressed, distraught, or frustrated.
• Ability to verbally de-escalate and physically contain residents, as necessary.
• Will work with clients who have both chemical dependency and mental health disorders who may display aggressive, threatening disrespectful or violent behavior.
• May work with individuals who have criminal history and/or identified criminogenic risk factors.

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

Pioneer Human Services is a Drug-Free Company

Pioneer Human Services is a drug free company. Pioneer’s existing drug-free workplace policy prohibits the use of marijuana, including medical marijuana, and complies with Washington law. As such, this position is subject to drug testing during employment, to include testing for marijuana