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Western Montana Mental Health Center Administrative Assistant - PACT in Missoula, Montana


The Administrative Assistant is a support member of the Western Montana Mental Health Center facility. This includes providing receptionist duties including triaging of phone calls, coordinating communication between the providers, administration, and clients, and assisting clients, their families, and other agencies to obtain answers to questions. Maintains accounting and budgeting records for clients and program expenditures and operates and coordinates Western’s management information system. Exhibits good work ethic, fairness, flexibility, and commitment to appropriate and direct communications; demonstrates a commitment to WMMHC’s mission and vision.


  • Enters and completes data entry for clients of the PACT

  • Preparation and management of schedules for PACT/MACT provider and clinician in coordination with organization policies and procedures.

  • Records admissions and discharges to provide a source of information for statistical reports.

  • Manage weekly medication clinics according to Western policies and procedures and assist in any customer service and care needs during clinic hours. Assist with client care and clinic processes as needed.

  • Maintains client clinical charts according to Western’s and State’s standards including the following: Set-up charts for newly admitted clients; maintain clinical record in the EHR in a timely fashion to assure current, accurate information is available and monitor clinical charts in coordination with the Service Line Director to assure they are being maintained in accordance with unit policies and procedures.

  • Inform and consult with staff for the proper maintenance of clinical charts.

  • Type various correspondence and reports using word-processing software.

  • Prepare letters requesting medical records and client authorizations and maintain log of requests and records received in compliance with HIPAA.

  • Design and update forms to obtain and maintain insurance information regarding all clients

  • Collect necessary client data/demographics and prepare reports utilizing spreadsheet software.

  • Sort, route and prioritize incoming mail with distribution to appropriate staff

  • Greet people at the facility and answer calls to include the following: triage and coordinate communications between the team and clients

  • Manage and operate the system in place to document all cash transactions with receipts; in Missoula, acts as the payee for clients

  • Operate and coordinate the computer and management information system for the program

  • Knowledge and proficient use of electronic medical records and Microsoft Office programs

  • Attend all mandatory meetings unless excused by supervisor.

  • Complete daily timecard in an accurate and timely manner.

  • Protect the confidentiality of clients and co-workers

  • Additional duties as assigned


  • High school diploma

  • Associate or Bachelor’s degree in human services or business/office management preferred.

  • Minimum of one year of office and clerical experience with experience in a health care setting preferred.


  • Ability to pass background check and driver’s license check upon offer of employment

  • Provide proof of auto liability insurance coverage per Western’s policies

  • Montana driver’s license with good driving record

  • Completion of CPI (Crisis Prevention Intervention)

  • CPR, and First Aid training provided


We know that whole-person care is not just important for our clients, but recognize it’s just as important for our employees. WMMHC has worked hard to provide a benefits package that encompasses that same concept. Our comprehensive benefits package focuses on the health, security, and growth of our employees. Benefit offerings will vary based upon full time, part time, or variable status.

  • Health Insurance – 3 options to choose from including a no-cost option for employee only

  • Employer paid benefits: Employee Assistance Program, Life insurance for employees and dependents, and long term disability

  • Voluntary options available: dental & vision insurance, short term disability, additional life insurance and dependent care flexible spending account

  • Health savings account (HSA) with match or medical flexible spending account (FSA)

  • 403(B) Retirement enrollment offered right away with an employer match offered after one year

  • Generous paid time off to take care of yourself and do the things you love

  • Accrued PTO starts immediately

  • Extended sick leave

  • 9 paid holidays and 8 floating holidays

  • Loan forgiveness programs through PSLF or NHSC