Bi-Lingual Secretary/Receptionist Skagit Family Center



Knowledge of programs and staff duties.

Knowledge of Individual/Family and Wraparound Program.

Provide CMH Administrative Assistant Relief (vacations, absences, etc.):

  • Ability to phone screen consumers, schedule assessments, assembles assessment packets, and performs financial
  • Secretarial support: document scanning, typing, data entry, RSN paperwork & file management.

Word Processing/Typing/Data Entry:

  • Compose from letters and create report forms.
  • Revise forms on computer.
  • Proof read work.
  • Complete projects in a timely manner.
  • Prioritize assignments by asking for due dates.

Reception: Calls and In-Person Contact:

  • Screen, announce, and transfer calls; take messages.
  • Assess emergence of and ensure appropriate parties are contacted in crisis situations.
  • Answer inquiries, provide program descriptions and give referrals.
  • Maintain scheduler in Raintree/EMR.
  • Announce client arrivals to Clinician, track no shows/cancellations.
  • Notify main desk as necessary of lengthy or unusual absences and important messages (i. e., transportation, emergencies, vacations, etc.).
  • Maintain waiting room control and neatness.
  • Open, date stamp, sort and distribute mail and log checks.
  • Call families to remind of appointments or to reschedule missed appointments.

Consumer Medical Cards and Payments:

  • Collect medical cards, track Provider One eligibility, and maintain tracking lists.
  • Send copies of medical cards as needed by other programs, Accounting, clients, clinicians, or other providers.
  • Receipt and record consumer payments and send to Accounting.

Confidential Client Files:

  • Open, close, archive consumer files.
  • Forward copies of appropriate forms to appropriate persons.
  • Maintain files with timely filing and in accordance with current Quality Improvement procedures.
  • Maintain paperwork tracking and due date system.
  • Copying/shredding/maintain forms supplies and set-up intake packets.
  • Assist in changing file systems.

Quality Improvement/Assurance:

  • Keep up with changes in WAC/RCW/RSN requirements to be able to audit files and educate Clinicians.
  • Submit reminders to clinicians (and supervisor if requested) of paperwork needed.
  • Provide statistical reports as requested.


  • Schedule conference room for group meetings.
  • Attend all staff meetings and own supervision meetings.
  • Prepare agenda and/or meeting schedules as required.

Scheduling Consumer & Case Meetings:

  • For designated programs, schedule new clients into available slots of appropriate clinicians for assignments.
  • Notify clients and/or clinicians of cancellations making incidental note in EMR.

Upkeep of Manuals and Logs:

  • Medication logs and tickler system.

Miscellaneous and Other Duties:

  • Open and close office (doors, cabinets, lights, machines, windows, coffeepot, etc.).
  • Supply, maintenance, room requests.
  • Bulk mailings, mail runs, maintain mailing lists, faxing, and recycling.
  • Charity or community projects.

Perform other work-related duties as assigned.



  • 1 year prior office experience.
  • Bilingual (fluent) in Spanish.
  • H/S Diploma or GED.
  • Experience with multi-line phone system.
  • Strong word processing and data entry skills.
  • Experience with Microsoft Office software (MS Word, Excel).
  • Good composition, communication, and interpersonal skills.
  • Ability to deal with crisis situations.
  • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
  • Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
  • Criminal History Background Checks are required prior to employment.


  • Some community college, university, or business college education.
  • Experience dealing with crisis situations.
  • Experience in phone screening or working around clients with mental health/emotional issues.
  • Accurate basic mathematical skills.
  • Experience with Electronic Medical Records and Scheduler.

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