Operations Manager I - CCSWW

Overview

OPERATIONS MANAGER I

           Bremerton, Washington

WHO WE ARE: 

We are a values-driven organization, providing family-oriented behavioral health care for children, youth and families, provided primarily in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home with their family, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located throughout Western Washington and Portland Oregon, we offer comprehensive intensive, Wrap-around mental health services to a diverse population for youth and families. We employ almost 600 energetic and compassionate employees.

WHAT WE VALUE: Compassion  Diversity  Strength-Based-Approach  Social-Justice & Our Staff!

The Operations Manager is an integral member of the Site Leadership Team and works collaboratively with the team to ensure all operational functions in the site are in place, in order to ensure and support compliance with all local, federal and state regulations.  The Operations Manager ensures the functions performed by the site Operations Team meet all contract requirements and Medical Managed Care Organization (MCO) requirements.  This position ensures Operational activities function effectively and that operational responsibilities are conducted in concert with Clinical responsibilities and requirements. 

Successful blending of clinical and operational responsibilities is critical, and is an essential responsibility of the Operations Manager.  With required integration of behavioral health and physical health through the State Health Care Administration and the MCO’s, this tandem relationship will serve to safeguard compliance, promote best practices, and support the safest possible interventions. 

The Operations Manager is responsible for the following Direct Reports, comprising the Site Operations Team, and holds accountability for successful implementation of all associated responsibilities;

            Data Management Specialist

            Operations Assistant I and II

            Operations Coordinator

            Reception

            Facilities and Tech Support

WHAT WE OFFER:

• Starting Base Salary: $34.35 - $38.21 / hour

      BENEFITS:  

• 11 paid holidays; plus 2 personal holidays each year!
• 15 days’ vacation (to start) and 12 sick-days per year!
• Medical
• Dental
• Vision Insurance
• Life Insurance
• Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension 

The Operations Manager serves as a human resources liaison, coordinating multiple hiring, orientation and training activities within the site (see below).  Unfilled Clinical positions create immediate clinical risk to those we serve, jeopardize our contracts, and place unfair burdens on existing staff.  Unfilled Operations positions create immediate risk to revenue/billing, and local, state and federal/Medicaid compliance as well as contract compliance.  As such, the Operations Manager serves as an essential component to risk-management within the site through human resources activities.

The Operations Manager is responsible for providing leadership for operational and administrative systems within the site, and clinical indirect support to the Site Director. Work is performed under the supervision of the Site Director and in close coordination with the Clinical Compliance and Quality Improvement Manager (CCQI Manager), Family Behavioral Health System CQI Team and CCSWW Human Resources. 

The Operations Manager ensures that all site data is transmitting accurately and that error reports are attended to in accordance with FBH Admin Unit, and contractually required timeframes, working closely with the Administrative Unit to verify that the site is meeting needs pertaining to the EHR/CareLogic. 

Responsibilities

JOB SUMMARY:

The Operations Manager serves as a human resources liaison, coordinating multiple hiring, orientation and training activities within the site (see below).  Unfilled Clinical positions create immediate clinical risk to those we serve, jeopardize our contracts, and place unfair burdens on existing staff.  Unfilled Operations positions create immediate risk to revenue/billing, and local, state and federal/Medicaid compliance as well as contract compliance.  As such, the Operations Manager serves as an essential component to risk-management within the site through human resources activities.

The Operations Manager is responsible for providing leadership for operational and administrative systems within the site, and clinical indirect support to the Site Director. Work is performed under the Site Director and the Clinical Quality Manager, and in close coordination with the Clinical Compliance and Quality Improvement Manager (CCQI Manager), Family Behavioral Health System CQI Team and SW CCSWW Human Resources. 

The Operations Manager ensures that all site data is transmitting accurately and that error reports are attended to in accordance with FBH Admin Unit, and contractually required timeframes, working closely with the Administrative Unit to verify that the site is meeting needs pertaining to the EHR (CareLogic).   

Serving as site liaison with the Human Resources Department

• Promote a healthy office culture that supports staff learning and development and leads to excellent client and patient outcomes.
• Promote problem solving and prevent triangulation and ‘gossip’ by working to resolve issues at the most direct level if an employee expresses concerns or employee issues are noted. Alert the Site Director, FBH System Leadership and/or the FBH HR Director if employee-relations issues are not resolved quickly or appear to require higher level involvement. 
• Ensure compliance with applicable HR protocols for pre-recruitment, recruitment and hiring.
• Facilitate completion of new hire paperwork and orientation of new staff including required employment and background checks (E-Verify, Trak-1, OSP, WSP, DHS,), primary source verification through schools, licensing boards, NPDB and DEA.
• Provide site-specific new employee orientation and training.
• For complimentary staff (QQC), manage the recruitment and hiring process, including new employee orientation, as well as bi-annual salary adjustments.
• Respond to staff inquiries regarding Human Resource questions, and ensure leadership and HR staff is included as indicated. Typical inquiries may include benefits, timesheets, compensation.
• Important -- For FMLA questions, or leave of absence requests, etc. immediately contact Human Resources – either the FBH Talent Manager who will immediately connect the staff with Tahoma Center HR or call Tahoma Center HR directly. FBH Site Leadership are not to explain FMLA or other LOA benefits to employees, as there are complex federal mandates and information that must be provided very specifically.
• Work closely with HR to coordinate initial and ongoing timely documentation of staff requirements, such as credentialing, trainings, supervision, licenses and insurance, etc.
• Ensure personnel files are complete and comply with contractual and regulatory standards prior to audits and site visits.
• Assist in completing credentialing applications per contract requirements.
• Act on behalf of HR regarding staff performance issue when requested.
• Participate in staff interviews when internal candidates are involved.

Serve as a member of the site leadership team

• Directly engage staff in the enforcement of standards, in active partnership with site and system leadership.
• Organize strategic planning activities, leadership meetings and quality improvement activities as requested by the Site Director.
• Identify and recommend internal improvement opportunities and contribute in making these improvements.
• Serve as site liaison to centralized FBH and CCSWW systems regarding administrative issues (Human Resources, Accounting, Information technology, Management Information Systems, FBH Administrative Unit, FBH CQI Leadership, System Leadership, etc.).

A full job description may be shared for candidates selected for an interview.

Qualifications

WHAT WE ARE SEEKING IN A CANDIDATE

• Bachelor’s degree in business, psychology or related field.
• At least three years of relevant experience.
• Minimum two years of supervisory or progressively responsible leadership experience.
• Ability to comprehend and apply complex regulations in healthcare, federal and state regulations, contractual requirements, state, BHO and MCO Medicaid coding requirements, and other applicable regulations.
• Demonstrated ability to prioritize and complete tasks.
• Demonstrated ability to deliver completed product within expected time frames.
• Demonstrated ability to flexibly respond while maintaining product delivery.
• Demonstrated professional judgment.
• Computer skills with experience with Microsoft Word, Excel, and Access.
• Excellent written and oral communication skills.
• Must have reliable transportation, valid driver’s license, and automobile insurance.
• Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
• Applicant must successfully pass required background checks prior to an offer of employment. 
• Ability to work independently in addition to working as a member of a team.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing

Preferred Qualifications

• Master’s degree in related field.
• Meet criteria of a Qualified Mental Health Professional in Oregon or Washington State Mental Health Professional in Washington.

ABOUT BREMERTON & KITSAP AREA:

Bremerton is a small beautiful city, located across from Seattle (a one-hour ferry ride away) with sweeping views of Olympic Mountain Range. Guests of Bremerton will enjoy the Harborside area offering fine hotels and dining, coffee shops, cafes and Art District, Puget Sound Navy Museum, USS Turner Joy, Boardwalk, Harborside Fountain, and PSNS Memorial Plaza. 

The surrounding Kitsap area offers smaller, charming, waterfront communities with all the amenities of any large city. Enjoy all the area has to offer:

• • A haven for boating, fishing, whale and bird watching, and hiking.
  • Kitsap is alive with farmers markets, art shows, and festivals throughout the year. 
  • Bremerton offer championship golf courses, 35 parks, affordable housing, excellent schools, and many recreational programs. 

If you are passionate about providing strength-based mental health services for children, youth and their family, we would love to hear from you!

If you are on our careers page and you are interested in being considered for this opening: please click on the blue link above, on this page, located on the upper right hand corner that says: "Apply for this job online" and upload your resume and answer a few questions for consideration. 

If you are not on our careers page: please copy and paste the following URL into your browser: https://fbh-ccsww.icims.com/jobs/intro to view our opportunities. Search for your jobs of interest and click on the blue link on the careers page, located on the upper right-hand corner that says: "Apply for this job online" and upload your resume and answer a few questions for consideration. 

For additional questions, contact Karla Lacktorin, Regional Clinical Recruiter, at: karlal@ccsww.org

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.