Mental Health Office Assistant

GMHC•New York, NY

1d•Onsite

About The Position

The Mental Health Office Assistant provides administrative and operational support to the outpatient mental health programs within the Mental Health and Substance Use Services division. This role serves as a frontline representative and is often the first point of contact for clients. This role is responsible for front desk coordination, client scheduling, documentation management, and general administrative support to ensure the efficient day-to-day functioning of the clinic. The position requires professional bilingual communication (English/Spanish) and the ability to engage effectively with a diverse client population in a fast-paced clinical environment.

Requirements

Bilingual English/Spanish fluency (verbal and written).
Minimum one (1) year of experience in a healthcare or outpatient clinic environment.
Strong customer service orientation and professional demeanor.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Professional written and verbal communication skills, with the ability to engage respectfully and effectively with diverse populations.
Ability to manage competing demands while maintaining accuracy and attention to detail.
Proficiency in managing high-volume phone activity while performing concurrent clerical tasks.
High School Diploma, G.E.D, H.S.E., or educational equivalent is required.
Microsoft Office Suite (Basic to Intermediate Proficiency), including:
Word – Document creation, formatting, editing, and use of templates and styles for professional reports and correspondence.
Excel – Data entry, sorting and filtering, conditional formatting, and basic chart creation for reporting and analysis.
Outlook – Email management, scheduling meetings, calendar coordination, and task organization.
Teams – Basic collaboration, virtual meetings, file sharing, and chat functionality.
Experience using electronic databases for data entry, retrieval, and reporting.
Basic troubleshooting of common software and system issues.
Familiarity with cloud-based platforms for document storage and collaboration (e.g., OneDrive, Google Drive, or similar).

Nice To Haves

Experience in behavioral health or community-based healthcare settings.
Working knowledge of electronic health records (EHR) or similar data management systems.
Familiarity with trauma-informed, client-centered service approaches.

Responsibilities

Serve as the first point of contact for clients, visitors, and staff, ensuring a welcoming and professional clinic environment.
Manage client flow, including check-in and check-out procedures.
Answer and route incoming phone calls, respond to general inquiries, and conduct appointment reminder calls.
Verifying active insurance for new/returning clients, determining financial responsibility (copays/deductibles)
Maintain a clean, organized, and professional reception area and ensure program materials and bulletin boards remain current.
Manage provider schedules and coordinate client appointments.
Conduct follow-up calls related to scheduling, documentation needs, and appointment confirmations.
Support care coordination efforts through timely communication and scheduling assistance.
Obtain, review, and organize required intake and eligibility documentation.
Enter demographic and program-related data accurately and in a timely manner within agency systems.
Maintain organized and compliant client files in accordance with agency policies.
Prepare client correspondence and support document processing, including filing, copying, mailing, and secure document disposal.
Provide administrative support to clinical and program staff as needed.
Assist with internal tracking systems and routine reporting support.
Support special projects and operational initiatives as assigned by the supervisor.
Attend required program meetings, agency meetings, and trainings.
Perform other related duties as assigned to support clinic operations.