Clinical Program Assistant

Clinical Program Assistant
Location: Mental Health Programs, San Juan County
FLSA Status: Non-Exempt
Supervisory Responsibilities: No
Reports to: Office Manager
Union: No
About the Role
The Clinical Program Assistant provides complex clerical and administrative support to clinical and medical staff across Mental Health programs in San Juan County.

Working with minimal supervision, this position helps maintain efficient program operations, accurate records, effective communication, and responsive service for clients, families, staff, and community partners.

The role includes reception and client assistance, data entry, scheduling, purchasing, financial tracking, meeting coordination, and compliance support.

The Clinical Program Assistant may also help de-escalate urgent situations and support clients or visitors until clinical staff are available.
Key Responsibilities Administrative & Program Support


* Perform or oversee weekly entry of client service records and registration information.


* Maintain staff time records and prepare monthly staffing and coverage schedules in accordance with applicable labor agreements.


* Coordinate program purchasing and maintain office supplies.


* Record admissions and discharges for statistical reporting.


* Track and implement changes to office policies and procedures.


* Collect and organize data needed for reports.


* Manage incoming and outgoing mail distribution.


* Coordinate meetings, including room scheduling and preparation of materials.


* Prepare correspondence, reports, displays, meeting minutes, and other documents as requested.


* Provide general clerical support to clinical and medical staff.

Reception & Client Support


* Greet clients and visitors and respond to incoming telephone calls.


* Assist clients, families, and partner agencies with questions and communication needs.


* Help de-escalate urgent situations or provide temporary support until appropriate staff are available.


* Notify clinical staff of client behaviors or symptoms that may require attention.


* Coordinate communication between clients, families, staff, and community partners while maintaining appropriate confidentiality.

Financial & Records Support


* Maintain systems for distributing funds to clients in accordance with approved budgets and treatment plans.


* Communicate with financial guardians and protective payees as needed.


* Receive funds from clients or guardians and prepare bank deposits.


* Maintain and review files for compliance with Washington Administrative Code licensing standards and contractual requirements.


* Protect client health information in accordance with HIPAA and Compass Health policies and procedures.

Professional & Organizational Responsibilities


* Participate in regularly scheduled supervision and team meetings.


* Maintain required training and certifications.


* Conduct work ethically and profe...