If you are looking for employment with a purpose where you can help improve the daily lives of the members of your community, then consider a career with Pioneer Human Services!

We are currently looking for a Administrative Supervisor with a passion for human services. This is an exciting opportunity to be involved with an organization focused on a transformative path towards social change, creating pathways for rehabilitation, reintegration, and redemption.

Who we are – Our Mission
We empower justice-involved individuals to overcome adversity and reach their full potential.

For over 60 years, we have proudly serviced our clients with professionalism and empathy. We are a nationally recognized non-profit with 35+ locations across Washington state that provided a chance for change to over 9,500 individuals in 2024.

What We Offer

At Pioneer, our employees are our most valuable asset. That’s why we’re proud to offer a comprehensive Total Rewards package designed to support your health, security, and work-life balance.

Compensation:

New hires for this position typically start between $27.45 and $34.31 hourly/annually, depending on factors such as work location, experience, qualifications, skills, competencies, internal equity, and market conditions. While the full pay range is provided to support pay transparency, individual compensation will vary within the range based on these factors.

Benefits:

Eligible after 30 days of full-time employment (minimum of 30 hours/week):

• Medical
• Flexible spending
• Dental
• Vision

Additional coverage after 60 days:

• Life
• AD&D
• Disability

Other benefits:

• Dependent Daycare Flexible Spending
• Tuition assistance (100% for bachelor's, 50% for graduate programs)
• Retirement plan (3.5% annual compensation contribution, plus 3.5% match for 6% individual contribution)
• Employee recognition programs
• Public transportation discount
• Employee assistance program (EAP)

Join Pioneer and be part of a team that values and invests in you.

WHAT YOU'LL DO

The Administrative Supervisor is responsible for the planning, coordination, and implementation of quality and cost-effective support services to PHS programs. The Administrative Supervisor participates in the program team management process in a functional manner. The Administrative Supervisor is responsible for the overall office management of electronic health records system, clinical records breakdown and storage once an individual is discharged, data reporting, customer relations and other administrative functions at identified locations.

This position provides supervision to the Administrative Assistant I, II, III and admin support positions. Supervision includes the responsibility for the performance and training of the admin staff, progress toward continuation of services, authorization of care, and contract compliance in relation to these departments. 

PRIMARY/ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Management: 

• Oversees and ensures that the general phone is being answered during the hours indicated on message and that there is adequate coverage for answering the phone and front door.
• Ensures that staff are up to date on changes that are occurring in data reporting to external sources and that all data reporting is both timely and accurate.
• Supervise administrative functions and ensure overall quality in all administrative processes.
• Works with staff to develop a process that ensures all files are removed from the units when someone discharges. That all paperwork is in the appropriate file and that where appropriate staff have submitted required discharge forms to contractors.
• Works with other department managers in the program to ensure that systems are streamlined and that systems are developed to coordinate the overlap of departments.  
• Participates in Management meeting weekly and all staff meeting monthly.
• Ensures that the program daily census is turned in on a weekly basis.
• Works to ensure that appropriate training, coaching and development of team members is occurring as appropriate.
• Maintains thorough knowledge of Credible to support all departments, works closely with Electronic Health Record Implementation teams.
• Ensures all departments are up to date on current credible forms and changes.
• Maintains bed boards and work closely with Accounting Supervisor or Accounting Manager to ensure bed placements, appropriate program selection, billing codes are selected accurately for billing.

Program Support: 

• Responsible for the oversight of administrative duties; establishes, coordinates and maintains effective office procedures and efficient work flow; designs forms.
• Assists with inputting data into the computer system including initial patient screening and data. Develops spreadsheets for a variety of projects and forms. Ensures all applicable forms are processed in a consistent and timely manner.
• Serves as a member of the management team; observes problems and offers suggestion for improvement, supports co-workers and assists any staff as need arises.
• Fills is as needed for unexpected absences to ensure the smooth functioning of the program.
• Ensures that all departments have an updated employee training requirements spreadsheet and follows up to ensure that employees are completing assigned training for their job title.
• Assists managers in updating or modifying forms as required.
• Works with the utilization department to ensure that this department has the necessary forms needed for preauthorization, initial authorization and reauthorization.

Utilization Review: 

• Ensures that staff are kept up to date on the utilization review requirements and any changes that are made due to contract amendments or renewals for all contractors.
• Works with the appropriate staff to ensure that there is a cohesive and efficient process for obtaining the necessary paperwork for clients to stay in treatment if warranted.
• Ensures that staff are completing both intake and discharge forms to contractors per contract requirements.
• Works with the clinical practices manager and the accounting department when there are issues with initial authorizations or denials for continued stay in treatment to assist in having a safe and healthy exit plan for the individual.
• Develops and maintains relationships with Managed Care Organizations.

Personnel Management/Leadership:

• Supervise administrative staff who directly report to this position.
• Assists in the resolution of staff conflicts.
• Participates in personnel matters pertaining to the selection, orientation, training, supervision, and evaluation of administrative staff.
• Institutes corrective action plan when appropriate.
• Completes 90 day reviews and annual performance evaluation thereafter

QUALIFICATIONS:
REQUIRED

• HS diploma or GED
• One-year previous supervisor experience
• Two years of acceptable experience in small office operations management
• Five years of acceptable experience working in administrative operations.
• Exceptional interpersonal skills working with residents, all levels of personnel, stakeholders, and contracted entities
• Thorough knowledge and training in spreadsheets, databases and other electronic programs to oversee compliance in personnel and contract compliance. Ability to prepare reports and other documents related to program functions on a timely basis.

PREFERRED/DESIRABLE

• Associate Degree
• Training in advanced office software and databases desirable.
• Knowledge of WA State chemical dependency databases desired.

EEO

Pioneer human services is an equal opportunity employer of minorities/women/individuals with disabilities/protected veterans and does not unlawfully discriminate under federal, state, or local laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status. EEOC is the Law/EEO Policy Statement

Pioneer Human Services is a Drug-Free Company

Pioneer Human Services is a drug free company. This position has been deemed safety sensitive under RCW 49.44.240(3) and is subject to both pre-employment drug testing and drug testing during employment, to include testing for marijuana.