Adult Outpatient Administrative Assistant

Kitsap Mental Health Services•Bremerton, WA

5d•$23 - $28•Onsite

About The Position

Kitsap Mental Health Services (KMHS) is seeking an Adult Outpatient Administrative Assistant to support the daily operations of the Adult Outpatient Program. This position helps ensure clients and staff receive timely administrative support that keeps services running efficiently. The role serves as a central resource for communication, scheduling, reporting, and coordination within the program. If you're committed to supporting quality behavioral health services through strong organization and customer service, we welcome your application.

Requirements

High School Diploma or GED
Minimum 3 years of job-related experience

Nice To Haves

Associate’s degree (In Business, Accounting or Related Field)
Minimum 5 years of job-related experience
Maintain basic knowledge of medical records, IS, and HR procedures and forms to answer staff questions and facilitate problem-solving.
Skill in establishing and maintaining effective working relationships with other employees, clients, organizations, and the public.
Strong communication skills are required.
Strong organizational skills are required to prioritize a variety of work assignments.
Communication ‑ Communicates clearly and concisely.
Computer skills - Expert in Word, Excel, and PowerPoint, and other Microsoft Office environments.
Show a high degree of professionalism and effective communications skills in all interactions.
Demonstrated ability to work independently and as a team member.
The ability to operate a personal computer, fax machine, printer, and copier proficiently.

Responsibilities

Provide clerical and administrative support to Adult Outpatient Program Care Teams.
Maintain files, forms, letters, spreadsheets, and other program documentation.
Distribute team mail and ensure documents are routed appropriately for scanning into the Electronic Medical Record (EMR).
Attend Care Team meetings and provide administrative support as needed.
Answer telephone calls and assist with communication between clients and clinical staff.
Respond to questions from clients, families, community agencies, and other stakeholders.
Help de-escalate urgent situations until clinical staff are available and communicate concerns appropriately.
Route calls and information to the appropriate staff based on urgency and client needs.
Document client-related interactions in accordance with agency policy.
Monitor staff schedules, meetings, and coordination needs.
Prepare Alternative Scheduling reports and gap reports to support caseload management.
Assist with the development and improvement of departmental workflows and processes.
Support recruitment activities by assisting with candidate screening and interview scheduling.
Coordinate office space reservations for clinician appointments and groups.
Monitor provider change requests and communicate outstanding items to leadership.
Create Initial Treatment Plan packets and Treatment Plan Update packets.
Generate and distribute daily, weekly, and monthly reports as requested.
Monitor unresolved or incomplete services and communicate outstanding items for review.
Assist with monitoring and updating Releases of Information.
Handle authorized client information in accordance with HIPAA requirements and agency policy.
Maintain office supply inventory and coordinate purchasing requests as needed.
Monitor office equipment and coordinate repairs or maintenance when necessary.