Health - Administrative Assistant I

POSITION SUMMARY :

Responsible for providing administrative assistance and support to Health Rural Program Manager and assures that professional services are provided to those involved in the operation of the assigned Health Division Programs. The position is responsible for performing a wide variety of complex clerical and administrative functions.

ESSENTIAL FUNCTIONS : (includes, but is not limited to, the following)

• Provides administrative support to other sites within the health division.
• Assists in accurate processing of accounts receivable, assigns payment dates to disbursement vouchers based on the invoice or instructions by supervisor and distributes checks and disbursement vouchers as needed.
• Assists the Rural Health Program Manager with the implementation and integration of all health division operations and systems activities that maintain the accreditation standards of AAAHC and other accrediting organizations at each Health Center site.
• Assists the Health Division Rural Program Manager with the input and submission of annual budgets.
• Processes bi-weekly payroll time for assigned staff, orders required supplies and materials, schedules meetings and trainings.
• Processes travel requests and develops travel documents for assigned employees.
• Processes all invoices and disbursement vouchers (DVs) for assigned program area.
• Develops documents utilizing multiple computer programs.
• Organizes front desk and meets and greets visitors and clients.
• Assists in acquisition, maintenance, repair of office and facility equipment, as assigned.
• Schedules medical or other appointments for assigned program area.

ADDITIONAL RESPONSIBILITIES : (includes, but is not limited to, the following)

Assists with ad hoc projects, as assigned.  All other job-related duties as assigned.

CONTACTS :

Immediate peers, peers in other department, immediate supervisor / manager, managers in other departments, executives, customers and outside vendors / service providers and non-Tribal program representatives.

PHYSICAL REQUIREMENTS :

Position light with lifting of 20 pounds and frequent lifting / carrying up to 25 pounds. Physical factors include constant use of hearing, near / midrange / far vision, typing; frequent standing, sitting, reaching, use of depth perception, color / field of vision and bending; occasional walking, pushing / pulling, stooping, kneeling, manual handling and use of smell. Working conditions include occasional exposure to weather. Potential hazards include constant patient contact and computer and equipment use and occasional exposure to electric shock, chemicals, infectious exposure and needles / syringes. Personal protection equipment provided by employer includes N-95 Respiratory Protection in he even of a communicable disease outbreak.

REQUIREMENTS :

Education :      High School diploma or equivalent. Associates' Degree in Business or Secretarial field preferred.

Experience :    Two years of experience working in an office setting or in a secretarial position required.

Certification / License :   Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills and Abilities :       Must be able to use word processing, spreadsheet and database software. Knowledge of HIPPA and confidentiality standards for Health Care Programming required. Knowledge of basic accounting practices required. Knowledge of office management, clerical functions, and customer service standards required. Must be able to present information in one-on-one and small group situations. Must have excellent public relation / customer service skills and be able to exhibit a friendly and positive attitude. Must be able to communicate effectively, verbally and in writing, in a diverse range of audiences and settings. Must have problem solving skills. Advanced secretarial skills required. Must be able to work with minimal to no supervision. Must be able to multi-task, work in fast paced environment. Must maintain confidentiality. Must be able to establish and maintain effective communication with co-workers, supervisors and the general public.  Native American preferred.