Bilingual Intake Coordinator / Administrative Assistant

POSITION TITLE: Bilingual Intake Coordinator / Administrative Assistant

DEPARTMENT: Mental Health Services

REPORTS TO: Mental Health Services Director

WORK HOURS: 37.5 Hours Per Week



WORK LOCATION: MidPointe Cincinnati

DATE: September 2022

Position Summary

This position includes a variety of clerical duties that support clinical work. This position requires skill in planning, organizing and coordinating the delivery of patient care by all staff personnel as well as the coordination of day to day office activities.  Conduct telephone intake calls and provide clerical support for program director and clinicians during agency business hours (M-F, 8:30 a.m. – 4:30 p.m.).

Essential Job Functions:

Intake Coordinator Duties:

Intake Coordinator Duties

  1. Receive intake calls initiated by prospective clients and community partners. Provide information on available services.
  2. Conduct intake interview. Provide appropriate referrals for clients who do not meet criteria for services or need additional services.
  3. Enter new client information and updated client information into client database (Caresource and Salesforce).
  4. Manage client waitlist and provide updates to clients, staff and referral sources as needed.
  5. Compile client satisfaction surveys twice a year.
  6. Assign new clients to therapists based on client need and availability.
  7. Assist clients in completing intake and annual paperwork and upload to client database.
  8. Respond to e-mail inquiries regarding mental health services and other agency services.  Provide information and referrals.
  9. Abide by the agency’s policies and procedures.
  10. Uphold the agency’s mission statement.
  11. Perform other duties as assigned.

Administrative Assistant Duties (Assisting Program Director):

  1. Provide individual and collective productivity reports for executive director, program director, and clinicians on monthly basis.
  2. Collect data and provide Mental Health Director with data for the Operations Report on a monthly basis.
  3. Assist Mental Health Director with preparation and participation in community events promoting mental health services.
  4. Assist Mental Health Director in conducting quarterly chart audit.
  5. Obtain information and/or compile other types of data (via the internet, phone calls, etc.) as requested by program director.
  6. Perform clerical tasks as requested by Mental Health and Family Development Director (e.g., make copies, send faxes, mail letters, etc.)
  7. Assist with Carelogic administration. Open and close cases as needed in Carelogic.

Administrative Assistant Duties (Assisting Clinicians):

  1. Obtain clients’ insurance information and enter into Carelogic. Verify client insurance as needed.
  2. Update clinician information in PNM and Availity.
  3. Assist Mental Health Director with CAQH maintenance for clinicians.
  4. Assist clinicians with scheduling appointments as needed.
  5. Check faxes and mail for clinicians. Upload to client chart as needed.
  6. Once a week, assist psychiatrist and psychiatric nurse in checking in clients and collecting co-pay.
  7. Maintain adequate supply of forms needed for Mental Health Clients and Parenting Education classes.  Keep file cabinets containing forms in proper order.
  8. Assist Mental Health Services and Family Development Services with updating client information in Salesforce.
  9. Maintain adequate supply of office supplies in Hamilton office.  Keep supply closets/drawers in proper order.
  10. Maintain adequate supply of change (smaller bills and coins) in change box, obtaining change from neighboring Chase Bank as needed (pre-arranged agreement with Chase Bank).

Qualifications and Skills Requirements:

    1. High School Diploma, GED or equivalent is required.
    2. Bilingual in English/Spanish
    3. Excellent communication, interpersonal and organizational skills
    4. Word processing and data entry skills
    5. Sensitivity toward individuals with mental health/substance abuse disorders
    6. Previous administrative experience in a social services or medical setting is preferred.

Organizational Responsibility:

Employees of Catholic Charities Southwestern Ohio will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency and adhere to the policies of Catholic Charities. Employees will not publicly oppose the teachings of the Catholic Faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.

Work Environment:

Typical office environment, with minimal exposure to excessive noise or adverse environmental issues.

Physical Demands:

Must be able to meet the following physical requirements, with or without reasonable accommodation:

  • Use hands to manipulate, handle, feel, and control items or equipment
  • Talk to other employees/clients and hear them
  • See and be able to read, write, and interpret written documents
  • Occasionally lift and move objects weighing up to 15 pounds

Please submit resumes to  Resumes will be accepted until the position is filled.

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