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 professionally in accordance with agency policy, state law, and applicable regulatory requirements.
• Demonstrate respect for diversity and a commitment to multicultural competency and sensitivity.
• Support Compass Health’s Strategic Intention, core values, and core competencies.

What You Bring

Required Qualifications

• High school diploma or equivalent.
• Valid Washington State Driver’s License, access to a vehicle, and appropriate insurance, if applicable.
• Ability to pass a pre-employment criminal background check, which may include an additional DSHS search.

Preferred Qualifications

• Associate or bachelor’s degree.
• Experience working in a medical, behavioral health, or social services environment.

Knowledge, Skills & Abilities

• Excellent clerical and administrative skills.
• Basic money-management knowledge and strong math skills.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain a positive, solution-focused approach when responding to conflicts or problems.
• Excellent written and verbal communication skills.
• General computer proficiency, including accurate typing, word processing, and the ability to use electronic medical record systems.

What We Offer

• Medical, dental, and vision insurance at NO COST to full-time employees
• 16 days of paid vacation in the first year
• 12 sick days, including a wellness day
• 13 paid holidays – 11 traditional holidays plus 2 personal choice holidays
• Professional development funds
• Up to 5 days of paid education leave
• 403(b) retirement plan with up to 2% company match after the first year
• And much more

About Compass Health

Compass Health is Northwest Washington’s behavioral healthcare leader. For over 110 years, we have provided compassionate and innovative behavioral health services to individuals and families across Snohomish, Skagit, Island, San Juan, and Whatcom counties. Our services include outpatient treatment, crisis response, inpatient care, supportive housing, children’s services, and community-based care.

Physical Demands / Work Environment

This position works in a clinical office environment. While performing the duties of this position, the employee must occasionally lift and/or move up to 20 pounds and is regularly required to sit, stand, walk, talk, and use close vision. The noise level in the work environment is typically moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

Compass Health is an Equal Opportunity Employer, supporting equity regardless of race, color, national origin, religion, sex, age, marital status, sexual orientation, gender identity, veteran status, or disability unless based on a bona fide occupational qualification.

Education

Preferred Bachelor or better
Associate or better

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.