POSITION TITLE: Administrative Support Supervisor
DEPARTMENT: HHS - Behavioral Health
LOCATION: Vancouver, WA
REPORTS TO: Behavioral Health Program Manager
FLSA STATUS: Exempt; Full-Time
WAGE RANGE: $79,976 - $95,888
CLOSING DATE: Open Until Filled (First Review 7.25.2025)
***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.*** Position Summary: Achieves administrative goals and objectives of Behavioral Health services by planning, directing, monitoring, and evaluating administrative procedures and staff. Supervises administrative functions and ensures compliance with applicable laws, policies, regulations, and protocols. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, values of CIT and of the HHS department.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities: - Plans, delegates, assigns, monitors, and appraises administrative tasks and results in a timely manner.
- Creates standard operating procedures to ensure consistency and adherence to program goals, objectives, regulations, and protocols.
- Contributes to the creation of a warm, welcoming, and professional environment for clients, visitors, and staff by modeling behavior that represents the program's philosophy of care.
- Provides training, coaching, counseling, and recommends disciplinary action for employees.
- Hosts regular meetings to support collaboration and procedural consistency.
- Conducts employee orientation and training; ensures staff have the tools needed to perform assigned tasks.
- Ensures timely and accurate completion of staff timecards.
- Coordinates daily and plans staff across behavioral health services including managing schedules, approving time off, and arranging backup coverage as needed.
- Stays current on all health insurance rules and requirements and follows Center for Medicare and Medicaid Services (CMS) guidelines.
- Maintains accurate third-party insurance provider information and cost codes in system.
- Supports financial stewardship and participates in budget activities for maximum operational efficiency.
- Adapts to and administers changes in safety protocols and procedures.
- Maintains current working knowledge of trends in healthcare administration and medical billing.
- Keeps leadership and other programs informed of status of program activities by attending meetings and submitting reports as requested.
- Remains knowledgeable of tasks and procedures; provides coverage for all administrative positions as needed to support program functions.
- Maintains confidential information.
- Works collaboratively in a team environment to achieve shared goals.
- Performs other duties as assigned.
Knowledge, Skills, and Abilities: - Knowledge of traditional form of government and tribal customs and traditions.
- Knowledge of proper spelling, grammar, punctuation, and basic arithmetic.
- Knowledge of basic medical terminology preferred.
- Knowledge of patient registration and general front office responsibilities in a healthcare setting required.
- Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid and insurance programs.
- Skill in leadership and personnel supervision including training, supporting, and evaluating assigned staff.
- Ability to gather data, compile information, and prepare reports.
- Skill in navigating database software programs in a Windows environment including electronic health care systems.
- Skill in identifying and analyzing problems, identifying solutions, and implementing recommendations.
- Ability to communicate efficiently and effectively both verbally and in writing.
- Ability to maintain confidentiality.
- Ability to establish and maintain professional relationships and contribute to the creation of an inclusive environment.
- Ability to handle multiple tasks and meet deadlines.
- Ability to exercise independent judgment.
Minimum Qualifications: - Associate degree in business administration, accounting, or related field.
- Five years healthcare administrative experience.
- A combination of relevant education and experience performing similar duties in a behavioral healthcare setting may be considered.
- Valid driver's license is required when driving vehicles for work-related purposes.
- Obtain and maintain BLS/CPR and AED certifications.
- Experience working within American Indian and/or Alaska Native communities preferred.
- Obtain and maintain Tribal Assister certification.
- Must be able to successfully pass a background screening / investigation according to the established requirements below.
Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT's established safety policies regarding vaccine requirements and personal protective equipment (PPE). Background Investigation Requirements: - Pre-employment drug screen.
- Reference checks including education and employment verification.
- Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
- Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation, or sexual contact; prostitution; or crimes committed against person(s) or children.
Physical Demands: While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and communicate effectively. The employee occasionally is required to move throughout the facility; and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.
Work Environment: Work is generally performed in an office/clinical setting with a moderate noise level. Employee may be exposed to bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.
