Adult Outpatient Administrative Assistant

Jobvite, Inc.; Bremerton (WA); On-site; USD 65,618,000 - 80,375,000; Full time

Benefits offered by this job

Health, Dental & Vision

PTO 19 days + 2 mental health days + 9

YMCA Membership

Life & Disability Insurance

Student Loan Assistance

403(b) Retirement Plan

EAP

Pet Insurance

Wellness App 2MorrowHealth

Supportive Team Environment

Job summary

Jobvite, Inc. is seeking an Adult Outpatient Administrative Assistant to support the daily operations of the Adult Outpatient Program in Bremerton, WA.

This on-site role involves central communication, scheduling, reporting, and coordination to keep services running smoothly. The position requires at least 3 years of related experience and an education path including a high school diploma or GED, with a preferred Associate’s degree in business or accounting.

Qualifications

• Minimum 3 years of related administrative experience.
• Excellent communication and organizational abilities required.
• Proficiency with Microsoft Word, Excel and PowerPoint.

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 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

Skills

Communication

Organizational skills

MS Office

Teamwork

Prioritization

Education

High School Diploma or GED

Associate’s degree in Business/Accounting or Related Field

Tools

EMR System

Job description

Outpatient Administrative Assistant

Full-Time, On-Site in Bremerton, WA

Hiring Range: $22.90 - $28.05 per hour

Benefits at a Glance

• Comprehensive Coverage: Health, Dental & Vision
• Generous PTO: Up to 19 days + 2 mental health days + 10 holidays (pro-rated for part-time)
• Fully Paid YMCA Membership for you and eligible family members
• Company-Paid Life & Disability Insurance
• Student Loan Assistance & Professional Development
• 403(b) Retirement Plan with Company Contributions
• Employee Assistance Program (EAP)
• Pet Insurance
• Free Wellness App (2MorrowHealth)
• Collaborative, Supportive Team Environment

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.

Primary 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

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:

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

SKILLS:

1. Skill in establishing and maintaining effective working relationships with other employees, clients, organizations, and the public.
2. Strong communication skills are required.
3. Strong organizational skills are required to prioritize a variety of work assignments.
4. Communication-Communicates clearly and concisely.
5. 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.