Office Assistant-Mental Health and Wellness-- Part Time

Job Title:

Office Assistant Department:
Mental Health & Wellness

Reports to:

Practice Manager Revision Date: 8/23/2026

Grade Level: 13 Status:
Non-Exempt Job Summary

The office assistant provides necessary secretarial support services for the division. These services include, but are not limited to, scheduling of all new patients, scheduling transportation, and preparing reports.

• Provide clerical assistance to Office Manager; uses computer programs per policy as assigned.
• Accurately enters employee time in payroll program and processes all exempt and non-exempt (hourly) timesheets for MH Administration and outpatient programs.
• Accurately processes physician vouchers for payroll purposes.
• Prepare reports and statistics as assigned and accurately enters statistics into tracking database.
• Maintain policy and procedure books for MH Administration, Outpatient Clinic and Children’s Services.
• Provides back up to Switchboard Operator/Data Entry Clerk and other support staff as needed.
• Completes special assigned projects and reports in a timely and accurate manner.
• Perform transcription and other typing as assigned, neatly and accurately, and timely.
• Prepare routine correspondence as assigned and process incoming and outgoing mail.
• Maintain an organized work area and files in a systematic order.
• Routinely uses policy and procedure manuals and other reference materials as necessary to ensure the proper course of action.
• Read all posted minutes, policies and procedures, memos, etc.
• Demonstrate initiative in assisting others to complete necessary duties of the facility.
• Handle telephone information with courtesy, accuracy and respect for confidentiality.
• Communicate appropriately with clients, visitors and staff; promptly respond to requests for assistance.
• Follows the chain of command appropriately to resolve problems and concerns.
• Notifies appropriate Mental Health personnel of patient requests and promptly reports matters requiring immediate intervention to appropriate personnel.
• Perform other duties as assigned.

• Knowledge of medical terminology preferred.
• Demonstrated organizational and interpersonal skills.
• Demonstrated ability to use computers and standard computer software including Microsoft Office Suite.
• Ability to perform transcription and function in a fast-paced environment
• Ability to communicate effectively, both orally and in writing.
• Professionalism and business acumen appropriate for working with guests, clients, physicians, employees and volunteers.
• Ability to cost effectively manage resources and supplies.

• High School Diploma or equivalent required.
• One or more years of secretarial experience within a healthcare setting preferred.
• Experience with multi-line phone systems is preferred.

• Prolonged periods of sitting and working on a computer.
• Requires on the job orientation.
• Ability to lift, push or pull up to 15 lbs. using proper body mechanics.
• Occasionally requires assembling, operating, checking, and maintaining equipment.
• Requires attendance of various meetings and participation on committees as required.
• Actively participates in in-service programs, in Quality Assurance programs and CQI, cross training; attends all mandatory classes as required; completes unit-specific competencies.
• Occasionally requires assignments to other units/shifts as hospital needs require.
• Participates in hospital emergency and disaster drills, assumes designated role in fire safety procedures while on duty.
• Complies with DOH requirements for annual health assessments and required immunizations.
• Must be present and ready for work in designated area at assigned time.
• Must be able to work evenings:
  Monday -- Thursday 1pm-7pm.

Pay Range:…