Adult Outpatient - Administrative Assistant (Temporary)

Outpatient Administrative Assistant - Temporary This is a temporary assignment.

Hiring Range:

$22.67 - $27.78 per hour Kitsap Mental Health Services (KMHS) is hiring an Outpatient Administrative Assistant to support our dynamic clinical teams and ensure seamless daily operations across our outpatient services. In this critical role, you'll manage team communications, triage calls, facilitate scheduling, coordinate administrative processes, and contribute to efficient care delivery. You'll work closely with clinicians, clients, and cross-departmental staff to ensure timely information sharing and responsive service. This is a fantastic opportunity to be part of a mission-driven organization that values collaboration, integrity, and quality care.

Primary Responsibilities:

Provide general clerical and administrative support to the Care Team, including preparing forms, letters, spreadsheets, and managing files. Handle copying, routing, and posting of information using agency-approved systems. Ensure appropriate documentation is routed for scanning into the Electronic Medical Record (EMR). Manage incoming telephone calls, including triaging communication between clients and the team, addressing inquiries from families and community partners, and de-escalating urgent situations when necessary. Refer calls appropriately and document all relevant information per agency policy. Collaborate with the Outpatient Administrative Manager to develop and improve workflows and processes that enhance quality of client care. Support recruitment efforts by screening candidates and scheduling interviews for prospective hires. Monitor reports and track key contract deliverables, including renewal deadlines and performance metrics. Manage provider change requests and maintain up-to-date tracking logs. Coordinate clinician office space and technology needs for client appointments, including setting up iPads for telehealth visits via Zoom. Run and distribute routine daily, weekly, and monthly reports to clinical and supervisory staff, ensuring timely access to essential data. Handle limited client information disclosures in compliance with HIPAA regulations and agency policy. Complete all necessary privacy and security training. Maintain inventory and order supplies as needed. Ensure all office equipment is operational and request maintenance or repairs when required.

Minimum Qualifications :

EDUCATION

High School Diploma or

GED EXPERIENCE

Experienced (minimum 3 years of job-related experience)

Preferred Qualifications:

EDUCATION

Associate's degree (In Business, Accounting or Related Field)

EXPERIENCE

Specialist (Minimum 5 years of job-related experience)

Performance Requirements:

KNOWLEDGE

Maintain basic knowledge of medical records, IS, and HR procedures and forms to answer staff questions and facilitate problem-solving.

SKILLS:

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.

ABILITIES

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.

Equipment Operated:

Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment :

Frequent mobility and/or sitting required for extended periods.

Mental/Physical Requirements :

While performing the job duties, the employee must walk, sit, use hands and fingers, reach with arms, talk, or listen. Peripheral vision is also required for this position. Our recruitment processes are designed to prevent discrimination against our people regardless of gender identity or orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any aspect which makes someone unique.