Department Assistant - Special Programs

General Summary of Duties: The Care Team Assistant Special Programs provides support for the operations of the Care Team, including triaging calls and helping respond to client requests, coordinating communication between all team, clients, and their families, serving as a liaison with other departments and teams within KMHS, organizing and producing materials and reports to maximize efficient team functioning.

Supervisory Responsibilities : None

Major Responsibilities/Tasks :
  • Provide clerical support for the Care Team, including using agency-approved forms, letters, spreadsheets, managing and maintaining files, copying and routing, or posting information appropriately. Distribute team mail as appropriate. Ensure appropriate documents are correctly routed to Records Department or others for scanning into Electronic Medical Record (EMR).
  • Answer telephone calls, including performing the following: (1) triage and coordinate communication between the team and clients; (2) expedite answers to questions for clients, families, and other community entities and agencies; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate them until another staff is available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report clinical behaviors and information that seem out of the ordinary for that particular client. Document these activities per agency policy.
  • Monitor team staff schedules and meetings and liaise with other support services staff. Set up and maintain clinician Credible (EMR) schedules, including holidays, staff vacations, appointment timeslots, training, client and staff groups, activities, and meetings; and prepare and distribute monthly calendar for agency-wide client activities.
  • Track and run appropriate daily/weekly/monthly reports and distribute them to clinicians/supervisors or make them available to staff as needed. Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or available to clinicians as required through daily reports.
  • Scheduling Special Programs clients with designated Providers.
  • Facilitates Petty Cash requests and expense tracking for Special Programs.
  • Medication Focus Referrals to include a review of referral, review, approval from the supervisor, and any follow-up needed.
  • Support Care Team Supervisor by preparing materials as needed for team meetings and recording content as requested.
  • Ensure materials are prepared and available as necessary for groups and other client interventions.
  • Maintain a stock of supplies for the team from inventory by filling out purchase requisitions and ordering through the purchasing agent. Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed.
  • Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. According to agency policy and procedures, disclosures must adhere to HIPAA privacy and security standards and be logged in detail. 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


Minimum Qualifications :

EDUCATION: High School Diploma or GED

EXPERIENCE: Experienced (minimum 1 years of job-related experience)

Preferred Qualifications:

EXPERIENCE: Experienced (minimum 3 years of job-related experience)

Strong Communication and organizational skills.

Course work in medical/psychiatric terminology.

Experience using an Electronic Medical Record (EMR).