Mental Health Office Assistant

Mental Health Office Assistant

• 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.
• Responsible for front desk coordination, client scheduling, documentation management, and general administrative support to ensure the efficient day‑to‑day functioning of the clinic.
• 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.

• 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.
• Preferred:
  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.
• High School Diploma, G.E.D, H.S.E., or educational equivalent is required.