Clinical Program Assistant - Part time (20 hrs/wk)

Job Description

Job Description

Clinical Program Assistant - Part time (20 hrs/wk)

Program/Location: 550-45550 – Program of Assertive Community Treatment (PACT) North
FLSA Status: Non-Exempt
Supervisory Responsibilities: No
Reports to: Office Manager

About the Role

The Clinical Program Assistant performs a variety of complex clerical and administrative duties with minimal supervision in support of the PACT North program. This role supports the team lead in all day to day operations and planning and serves as a key point of communication between staff, clients, families, and community partners while ensuring efficient office operations and coordination of program activities.

Responsibilities include triaging calls, coordinating communication, assisting with scheduling and reporting, maintaining client confidentiality, and providing administrative support to clinical and medical staff within a fast-paced behavioral health environment.

Key Responsibilities

• Perform and/or oversee weekly data entry of client service records, registration, and filing.
• Assist with preparing staff schedules, on-call schedules, and coverage coordination in accordance with labor agreements.
• Coordinate program purchasing, supplies, and office operations.
• Record admissions and discharges for statistical reporting purposes.
• Track and implement changes to office policies and procedures.
• Collect and organize data for reports and program operations.
• Manage mail distribution and office correspondence.
• Serve as receptionist as needed, including greeting clients, answering phones, and assisting visitors.
• Support clients, families, and community partners with questions and coordination needs.
• Maintain systems for client funds distribution, deposits, and communication with guardians or payees.
• Coordinate meetings, scheduling, room reservations, and material preparation.
• Prepare correspondence, reports, meeting minutes, and presentation materials.
• Maintain files and records to ensure compliance with licensing and contract requirements.
• Participate in supervision, meetings, and required trainings.
• Maintain HIPAA compliance and professional ethical standards.

Program-Specific Responsibilities

• Serving as a liaison between clients and staff, attending needs of office walk in and calls.
• Supporting both office staff and staff in the field.
• Supporting, monitoring, and coordinating the daily team schedules.
• Participate in and prepare for daily meetings. Record minutes for Monday–Friday PACT Team meetings.
• Assist the Program Manager with collecting data for PACT fidelity reports and reviews.
• Maintain the PACT vehicle schedule.

What You Bring Education / Experience / Certifications

• High School Diploma or equivalent required; AA or BA Degree preferred.
• Experience in medical, mental health, or social services field preferred.
• Valid Washington State Driver’s License and appropriate insurance required, if applicable.

Knowledge / Skills / Abilities

• Excellent clerical and administrative skills.
• Basic knowledge of money management and strong math skills.
• Ability to maintain a positive, solution-focused demeanor when responding to conflicts or problems.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Excellent written and verbal communication skills.
• General computer proficiency, including electronic medical records, typing, and word processing skills.
• Intermediate level proficiency utilizing Microsoft Office Suite products including Outlook, Teams, Excel and Word.
• Ability to pass pre-employment criminal background check, which may include an additional DSHS search.

What We Offer

• Medical, dental, and vision insurance
• Paid vacation, sick leave, and holidays
• 403(b) retirement plan with employer match
• Professional development funds
• Education leave opportunities
• Supportive, mission-driven team environment

About Compass Health

Compass Health is Northwest Washington’s behavioral healthcare leader. For over 110 years, we’ve provided compassionate and innovative care to individuals and families across Snohomish, Skagit, Island, San Juan, and Whatcom counties.

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Physical Demands / Work Environment

The employee will be working in a clinical office environment. While performing the duties of this job, 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 usually 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.