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Office Coordinator (Residential Services) 

About the Organization KMHS is Kitsap's nonprofit, designated community mental health provider for adults with acute and/or chronic serious mental illnesses, and children with serious emotional disturbances and their families. During 2016, KMHS provided services to more than 6,800 children and adults.

On WA's beautiful Kitsap Peninsula, offers easy access to both the pristine wilderness of the Olympic Peninsula and the big-city lights and culture of Seattle. We offer competitive salary, benefits & a positive work environment.

Inpatient, residential, and outpatient treatment services offer evidence-based treatment, using trauma informed care to help people reach their recovery goals. We offer whole person care through mental health and substance use treatment and care management, close care coordination with on-campus and community-based primary care providers, and with partner PCHS, now offer dental care to KMHS clients and the community. Many community partners assure people receive behavioral health care in the right place, in the right way, at the right time. Together we are weaving a web that connects emergency room and hospitals, substance abuse treatment, and primary care providers; creates partnerships for early intervention at home and school, supports multiple law enforcement, jail, and justice endeavors, and works to ensure housing, food, and other social supports together with social service agencies and community collaborations.

The Kitsap Mental Health Services community fosters a culture of hope and empowerment through a safe, welcoming environment, compassionate relationships, and a commitment to respecting life experiences.

KMHS is a tobacco/smoke-free and scent-free facility  
Category Clerical  
Open Date 9/6/2018  
Full-Time/Part-Time Full-Time  
Shift Days  
Location Kitsap Mental Health Services (Main Campus)  

Assist the Program Manager and Residential Services team in providing a structured environment for mentally ill adults.  To provide coordination, clinical, food services, and clerical/bookkeeping services to the program.   To facilitate the flow of information between Residential Services and other programs.  


  • Enter, track, and disseminate data on Residential Services census. Prepare monthly census reports for the program.
  • Maintain on-call calendar.  Schedule all leave request and calling out of staff (counseling and cook staff) to ensure adequate staff coverage for the program.  Maintain on-call roster and coordinate with clinical supervisor/program manager regarding the use of on-call staff.  
  • Assist Program Manager with administrative functions (e.g. program communication, e-mails, newsletters, Executive Reports, etc.).
  • Accounting responsibilities include implementation of accurate handling of house funds.  Perform bookkeeping responsibilities and work with agency and non-agency protective payees, clients, family members and primary clinicians.  Complete client billing when necessary. Accept client participation fees and fill out necessary paperwork for accounting.  
  • Distribute funds from petty cash.
  • Receive donations as applicable to the program.
  • Track, monitor and order program supplies.  Coordinate with the medical/nursing staff in ordering medical supplies.
  • Responsible for purchasing all program food needs including weekly ordering from agency vendors and through purchasing based on program menu. Create and distribute menus.
  • Create and update all resident required documents including preparing and tracking client budgets.
  • Expedite medical records services at admit and discharge, to include document scanning.  Develop, coordinate and maintain administrative aspects of client charts.  Set daily bed census.
  • Initiate and compose correspondence, forms, create work procedures, statistical data, schedules, reports, and meeting minutes as requested by clinical supervisor/program manager. Collect and distribute mail and inter-office communications.
  • Assist the Program Manager during program inspections providing information to DSHS inspectors.  Follow-up on all program inspections to ensure corrective actions are implemented and all paperwork is available within the facility.  
  • Assist the Program Manager with responsibilities as system administrator.  Be a positive representative and maintain good communication and a partnership with other departments within the agency as well as outside of the agency.  Refer contacts to the appropriate department and/or person.
  • Attend to daily receptionist duties (e.g. answering phones, filing, sending faxes, etc.).
  • Track food and office supply budgets.  
  • Create and maintain procedures and reminders for PARS, including tracking throughout client stay.  
  • Keep calendars and information boards updated and current.
  • Provide backup and assistance to the RC role, keeping current with Agency Affiliated Counselors License and documentation.  Provide transportation of clients as needed.  
  • Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. Disclosures must adhere to HIPAA privacy and security standards and be logged in detail according to agency policy and procedures. Complete all required training and annual refreshers.
  • In addition to the above, any other responsibilities appropriate to the position and not specially listed in the job description or as assigned by Program Manager.
Position Requirements

MINIMUM QUALIFICATIONS:  Associates Degree or High School diploma with office experience.  Must have access to reliable transportation and have a valid Washington State driver’s license.  One-year reception, medical records and bookkeeping experience.  Microsoft word and excel experience. Type 40wpm preferred. Excellent organization and communication skills.  Ability to work independently and handle emergencies.  One-year experience working directly with the chronically mentally ill desirable.

PHYSICAL CONSIDERATIONS:  While performing the duties of the job, the employee is required to walk, sit, use hands and fingers, reach with hands and arms, talk or listen, and lift up to 50 pounds.  This position also requires the ability to physically assist clients who may be physically disabled.

Salary DOE  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, creed, marital status, age, Vietnam era or disabled veteran status, or the presence of any sensory, mental, or physical disability.

This position is currently not accepting applications.

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