Catholic Charities of Buffalo
  • 09-Feb-2018 to 10-Apr-2018 (EST)
  • Clinical Services
  • Buffalo, NY, USA
  • Full Time


The Department Secretary will provide daily administrative support to the MCI Clinical Director to yield effective analysis, management and continuous quality improvement of overall program/department operations (physical, human resources and fiscal), as well as agency-directed quality improvement procedures/ initiatives. The Department Secretary will also serve as a liaison to internal and external stakeholders.



  • Know and exemplify Catholic Charities' program mission, vision, guiding principles, policies and procedures.
  • Deliver culturally-sensitive, person-centered services with high ethical standards, regulations, and compliance consistent with Catholic Charities, OMH, Managed Care Organizations, and Council on Accreditation policies and procedures.
  • With Clinical Services Director, develop, implement and maintain program procedures, performance tracking and reporting tools/systems for continuous quality improvement.
  • Prepare weekly clinician productivity and caseload reports for Clinical Director
  • Receive semi-monthly MCI Consultant performance reports, tracking record audit results by clinic and individual clinician, producing at-a-glance visual summaries of audit results & forwarding to Clinical Director within 1 week.
  • Serve as initial point of quality customer service contact with internal and external stakeholders (MCI Office Managers, front end billing operations, MCI Clinical Consultant, MCOs, funders/contractors, community partners, service recipients, etc.) to foster Clinical Director's prompt attention to service, access and provider concerns.
  • Prepare and submit required program reports as contracted and/or in alignment with regulations/standards (e.g. PCS Survey)
  • Coach & lend support to departmental Office Managers to foster adherence to uniform billing/ reimbursements procedures, as well as MCI's intake/referral team to increase efficient and effective referral and enrollment
  • Develop and coordinate departmental procedure for quarterly reporting of stakeholder satisfaction
  • Coordinate employee onboarding and separation access to required systems (e.g. electronic health record, Catholic Charities' Incident Reporting system, OMH-specific systems, NYS Justice Center, etc.)
  • As identified by Clinical Director, collaborate with CCB Training Coordinator to arrange training for MCI staff
  • Oversee and coordinate management of office and program supplies, communication with service vendors, maintenance, repair and annual inspection of equipment
  • Manage Applicant Pro on-line system for Clinical Services positions
  • Adhere to Catholic Charities' professional development requirements, including participation in regularly scheduled team meetings, program-related meetings, completion of assigned agency and program-related trainings (including Relias), and active contribution to assigned agency and community events/activities & meetings.
  • Perform other job related activities as assigned by supervisor



Accountable to MCI Clinical Director & COO



EDUCATION: Associate's degree; Bachelor's degree preferred


EXPERIENCE: A minimum of two years of administrative supervision/management and evaluation of staff experience in a healthcare or behavioral health clinic setting implementing regulations, policies and procedures for a program, including Medicaid reimbursement programs.



  • Exceptional communication (oral and written) and leadership skills required.
  • Demonstrated ability to interact with diverse stakeholder and maintain effective working relationships.
  • Demonstrated agility, proficiency, initiative, ability to work independently and efficiently (effective organizational, time management skills), execute business policies and procedures, and produce results, including prioritized documentation and timely submission of billing requirements and reports.
  • Demonstrated experience with developing methodologies and systems for continuous quality improvement
  • In-depth familiarity with behavioral health and social services systems, WNY community health, and
  • Fluent in multiple and simultaneous computer and office systems (e.g. Word, Excel, graphics, fax, scan & email, phones,), including but not limited to electronic health records; Experience with 10e11 preferred.
  • Knowledgeable and experienced in data collection and analysis preferred.




  • Requires travel - must possess valid NYS driver license and agency-required level of auto insurance coverage and be able to travel between Erie and Niagara counties.
  • Must be prepared to work a flexible schedule in order to meet program, department and agency needs that may require activity outside of typical business hours. 







Catholic Charities of Buffalo
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