Department Assistant - Crisis Triage & Pacific Hope and Recovery

General Summary of Duties : The Department Assistant provides administrative support to the Crisis Services staff. To work closely with other departments and external entities to ensure timely transfer of information according to agency procedures.

The Department Assistant improves the operations of KMHS in support of its stated mission. To provide the highest level of customer service to internal and external customers.


Supervisory Responsibilities : None

Major Responsibilities/Tasks :
  • Assist in maximizing revenue and accuracy in the data collection process by working closely with the accounting office and unit staff regarding admits, discharges, and insurance information.
  • Provide professional support to staff by performing clerical duties, including word processing, filing, copying, distributing mail, tracking data, making spreadsheets, etc.
  • Inventory, order, and stock unit supplies.
  • Work with managers to maintain up to date policy and procedure manuals.
  • Ensure compliance with all timelines.
  • Endure provision of consistent record standards by entering demographic information on appropriate forms.
  • Assist staff with coordinating of client appointments (transportation, rescheduling, canceling, etc.)
  • Be proficient at data entry and extraction with the several computer programs/systems on the unit. Add clients and episodes to Credible as necessary, making sure to include all required information.
  • Responsible for setting census and closing episodes daily.
  • Copy, assemble, process and/or deliver admission and discharge packets, correspondence, forms, charts, to appropriate recipients and in a timely manner.
  • Organize and maintain communications distributing information in a timely manner to ensure staff have information they need.
  • Assist with client transport for continuing treatment by arranging ambulance/secure transport for local hospitals and other facilities as requested.
  • Maintain confidentiality while providing a superior level of internal and external customer service.
  • Be familiar with the duties of the Receptionist and provide backup coverage as needed.
  • Disclose limited client information as necessary to the position as trained by the Records Department Supervisor. Disclosures must adhere to HIPPA privacy and security standards and be logged in detail according to agency policy and procedures.
  • Complete all required training and annual refreshers
  • In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.

KMHS is an equal opportunity employer that does not discriminate against people regardless of age, genetic information, national origin, race/color, ethnicity, gender identity, sexual orientation, neurodiversity, disability, or veteran status. KMHS envisions an anti-racist, equitable, inclusive, and collaborative community in which all can feel welcome.

  • Comprehensive and generous health, dental and vision benefits
  • Up to 19 days of PTO and 8 paid holidays your first year (pro-rated for part-time)
  • An incredible team approach that is dynamic and collaborative
  • Loan Forgiveness, training, and extensive education available
  • Multiple locations and opportunities close to home
  • Advancement opportunities available within the agency
  • Free Employee Assistance Program and parking
  • Full Time, Part Time and PRN positions along with flexible hours for professional advancement


Minimum Qualifications :

EDUCATION: High School Diploma or GED

EXPERIENCE: Experienced (minimum 2 years of job-related experience)

Preferred Qualifications:

EXPERIENCE: Familiarity or experience working with medical/psychiatric terminology or with the mentally ill community.

Experience using an Electronic Medical Record (EMR).