The Jamestown Healing Clinic (JHC) is seeking a compassionate, organized, and detail-oriented Assistant Administrative Officer to support our multidisciplinary team of medical providers, counselors, and behavioral health professionals. This position plays a vital role in ensuring the smooth daily operation of our clinic while providing exceptional customer service to patients seeking substance use disorder treatment and recovery services.
If you enjoy working in a fast-paced healthcare environment, have excellent organizational skills, and are passionate about supporting individuals on their recovery journey, we'd love to hear from you.
Schedule: Tuesday–Saturday | 5:30 AM – 2:30 PM
Hours: Full-Time | 40 hours per week
What You'll Do
As the Administrative Assistant, you will provide clerical and administrative support to all employees of the Jamestown Healing Clinic. Responsibilities include reception, scheduling, patient support, records management, supply coordination, and assisting clinic staff with a variety of administrative tasks.
Essential Functions
Coordinate and schedule appointments for multiple providers including medical, mental health, and counselors.
Assist and inform patients regarding the established treatment process while maintaining confidentiality and ensuring full compliance with all HIPAA regulations.
Utilize the Electronic Health Record (EHR) program to enter information updates and appointment reminders into the patient kiosk. Provide training and assistance to patients in the use and functionality of the kiosk program.
Oversee processes for observed urinalysis drug screens daily.
Verify patient eligibility on an individual basis and submit required information to the appropriate department.
Assist counselors and medical staff with faxes, printing of notes, and other office-related tasks.
Maintain, inventory, order, collect, and distribute supplies and equipment.
Process paperwork for scanning and provide case management support to counselors and medical staff.
Organize treatment packets and patient forms.
Assist with program events and clinic community outreach as directed by clinic leadership.
Cross-train to provide coverage for other non-medical JHC positions, including Child Watch.
Adhere to all JHC policies and procedures, including safety standards, the Occupational Exposure Control Plan, and HIPAA requirements.
Perform other duties as assigned.
Minimum Qualifications
High School Diploma.
One (1) year of administrative assistant experience in an office environment.
Knowledge of administrative and clerical procedures, terminology, and systems, including word processing, file and records management, transcription, and form design.
Understanding of basic accounting.
Understanding of the social and cultural context of patients served by JHC, including the impact of trauma, historical, community, family, and personal experiences on wellness and recovery.
Knowledge of and ability to adhere to state (RCW, WAC) and federal confidentiality regulations (42 CFR Part 2), while maintaining ethical and professional conduct.
Working knowledge of substance use disorders and their effects on individuals, families, and communities.
Proficiency with Microsoft Excel, Word, and PowerPoint.
Strong communication skills with patients and their families.
Professional demeanor and excellent customer service skills.
Ability to travel locally and regionally as assigned.
Valid Washington State Driver's License.
Basic CPR/First Aid Certification or ability to complete employer-provided training upon hire.
Ability to successfully pass a criminal background investigation.
Ability to meet all current vaccine requirements for employment.
Preferred Qualifications
Associate's Degree.
Experience in a medical office environment.
Previous work experience in a substance abuse treatment setting and/or primary care.
Experience using Electronic Health Record (EHR) software.
Knowledge of local, state, and federal laws and regulations.
Excellent organizational skills with the ability to prioritize multiple tasks.
Strong time management, decision-making, and problem-solving abilities.
Ability to work independently and demonstrate initiative with minimal supervision.
American Indian/Alaska Native preferences apply.
Physical Requirements & Working Conditions
Must be available to work any shift, including weekends and holidays, as job duties require.
Ability to lift, push, and carry up to 25 pounds unassisted.
Physical ability to access all areas of the property applicable to the position.
Ability to stand, sit, walk, bend, climb, squat, and twist for extended periods.
Requires manual dexterity, eye/hand coordination, and the ability to distinguish letters, numbers, and symbols.
Ability to reach above and below shoulder level on a continuous basis.
Ability to work in a fast-paced, busy, and occasionally stressful environment while maintaining professionalism, accuracy, and excellent patient service.
Why Join Jamestown Healing Clinic?
At Jamestown Healing Clinic, you'll become part of a team dedicated to providing compassionate, culturally responsive care that supports healing and recovery. Every member of our team contributes to improving the health and well-being of our community through respect, collaboration, and excellence in patient care.
Apply today and make a meaningful difference in the lives of those we serve!
