Job Description

Mental Health Office Assistant

The Mental Health Office Assistant provides administrative and operational support to the outpatient mental health programs within the Mental Health and Substance Use Services division. This role serves as a frontline representative and is often the first point of contact for clients. This role is responsible for front desk coordination, client scheduling, documentation management, and general administrative support to ensure the efficient day-to-day functioning of the clinic.

The position requires professional bilingual communication (English/Spanish) and the ability to engage effectively with a diverse client population in a fast-paced clinical environment.

Essential Job Functions

Front Desk & Client Services

• Serve as the first point of contact for clients, visitors, and staff, ensuring a welcoming and professional clinic environment.
• Manage client flow, including check-in and check-out procedures.
• Answer and route incoming phone calls, respond to general inquiries, and conduct appointment reminder calls.
• Verifying active insurance for new/returning clients, determining financial responsibility (copays/deductibles)
• Maintain a clean, organized, and professional reception area and ensure program materials and bulletin boards remain current.

Scheduling & Care Coordination Support

• Manage provider schedules and coordinate client appointments.
• Conduct follow-up calls related to scheduling, documentation needs, and appointment confirmations.
• Support care coordination efforts through timely communication and scheduling assistance.

Documentation & Data Management

• Obtain, review, and organize required intake and eligibility documentation.
• Enter demographic and program-related data accurately and in a timely manner within agency systems.
• Maintain organized and compliant client files in accordance with agency policies.
• Prepare client correspondence and support document processing, including filing, copying, mailing, and secure document disposal.

Administrative & Operational Support

• Provide administrative support to clinical and program staff as needed.
• Assist with internal tracking systems and routine reporting support.
• Support special projects and operational initiatives as assigned by the supervisor.
• Attend required program meetings, agency meetings, and trainings.
• Perform other related duties as assigned to support clinic operations.

Requirements

Special Skills and Knowledge Required:

• Bilingual English/Spanish fluency (verbal and written).
• Minimum one (1) year of experience in a healthcare or outpatient clinic environment.
• Strong customer service orientation and professional demeanor.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Professional written and verbal communication skills, with the ability to engage respectfully and effectively with diverse populations.
• Ability to manage competing demands while maintaining accuracy and attention to detail.
• Proficiency in managing high-volume phone activity while performing concurrent clerical tasks.

Preferred:

• Experience in behavioral health or community-based healthcare settings.
• Working knowledge of electronic health records (EHR) or similar data management systems.
• Familiarity with trauma-informed, client-centered service approaches.

Education and Certification:

• High School Diploma, G.E.D, H.S.E., or educational equivalent is required.

Technical Skills:

• Microsoft Office Suite (Basic to Intermediate Proficiency), including:
• Word Document creation, formatting, editing, and use of templates and styles for professional reports and correspondence.
• Excel Data entry, sorting and filtering, conditional formatting, and basic chart creation for reporting and analysis.
• Outlook Email management, scheduling meetings, calendar coordination, and task organization.
• Teams Basic collaboration, virtual meetings, file sharing, and chat functionality.
• General Technical Proficiency, including:
• Experience using electronic databases for data entry, retrieval, and reporting.
• Basic troubleshooting of common software and system issues.
• Familiarity with cloud-based platforms for document storage and collaboration (e.g., OneDrive, Google Drive, or similar).

Work Environment & Schedule:

• This is an on-site in office position with frequent interaction with clients, visitors, and staff:
• Schedule is generally aligned to business hours, with flexibility required at times based on operational needs.
• Must adhere to all GMHC workplace policies and health and safety practices.
• Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.
• Physical Demands While performing the duties of this role, the employee is required to:
• Sit for extended periods while engaging in conversation, listening actively, and taking notes.
• Use standard office equipment, including computers, telephones, and printers.
• Occasionally lift and carry up to 20 lbs. (e.g., office supplies, files, or small equipment).

Successful candidates will embrace the opportunity to work in a multiracial and gender-inclusive environment, actively contributing to a positive and welcoming workplace. At GMHC, employees must demonstrate a strong commitment to understanding and addressing the needs of the underserved, vulnerable and diverse communities we serve while fostering an atmosphere of equity, inclusion, and respect. We are seeking candidates dedicated to supporting social justice within our community.

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