Department Assistant - Residential Services

General Summary of Duties: The Care Team Assistant supports the Residential Services (RS) team. Works closely with other departments and external entities to ensure the timely transfer of information according to agency procedures.

Major Responsibilities/Tasks:
  • Provide professional support to RS staff by performing clerical duties, including word processing, filing, copying, distributing mail, etc.
  • Collaborate with RS Supervisor and Manager to ensure the staff, physical plant and program are well supported.
  • Coordinate current calendars including scheduling staff meetings, zoom meetings as needed, and interviews.
  • Take notes in clinical meetings and post for RS staff's reference.
  • Assist in talent acquisition for the RS team.
  • Work with RS Supervisor and Manager to maintain up to date policy and procedure manuals.
  • Ensure compliance with all timelines related to, but not limited to, correspondence, releases of information, ordering unit and medical supplies, 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 reviewing all episodes to ensure they are started and ended with the correct information.
  • Organize and maintain communications, distributing information in a timely manner to ensure staff have information they need.
  • Ensure that all food handling procedures are followed, including how food is labeled and stored, ordering food products as needed, ensuring all kitchen appliances and food service temperature logs are up to date per State requirements.
  • Coordinate client appointments when needed (transportation, rescheduling, canceling, etc.). Assist with client transport for continuing treatment by arranging ambulance/secure transport for local hospitals and other facilities, and for essential medical appointments via the contracted local transportation service.
  • Maintain confidentiality while providing a superior level of internal and external customer service.
  • 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
  • Comply with agency policies and procedures and maintain appropriate confidentiality as per relevant RCWs and WACs.
  • 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


Minimum Qualifications:

EXPERIENCE: Experienced (minimum 2 years of customer service experience)

Preferred Qualifications:

EDUCATION: High School Diploma or GED

EXPERIENCE: Course work in medical/psychiatric terminology.

Experience using an Electronic Medical Record (EMR).