Administrative Assistant

Mental Health Kokua seeks an Administrative Assistant to support our Behavioral Health team serving adults with serious mental illness. This role manages scheduling, client intake, and documentation, ensuring timely, accurate records in compliance with HIPAA. You'll coordinate meetings, maintain databases, prepare reports, and support billing and program tracking. Working closely with clinicians and case managers, you'll provide professional front-line communication to clients and partners.

Ideal candidates are detail-oriented, organized, culturally sensitive, and committed to recovery-focused, community-based care across Hawaii.

Responsibilities

• Provide administrative and clerical support to behavioral health clinicians and case managers
• Manage client scheduling, appointment reminders, and meeting coordination
• Perform client intake, update records, and maintain accurate, confidential files
• Enter and maintain data in EHR and internal databases in compliance with HIPAAPrepare reports, forms, and correspondence to support program operations and billing
• Coordinate internal communication and logistics for team activities and case conferences
• Respond professionally to client, family, and partner inquiries via phone, email, and in person
• Assist with tracking program metrics, billing documentation, and service authorizations
• Support onboarding of new staff with forms, supplies, and system access
• Contribute to a respectful, culturally sensitive, recovery-focused office environment

Required Skills

• Office administration
• Electronic Health Records (EHR) data entry
• Medical terminology basics
• Scheduling and calendar management
• Records management
• Microsoft Office Suite
• HIPAA compliance knowledge
• Client intake and documentation
• Database management
• Written and verbal communication