Family Health Administrative Assistant

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Closing Date: Open until filled

SUMMARY:

The Family Health Administrative Assistant works directly with the Family Health Director and Health Systems Specialist in providing administrative support duties of a varied nature to the Prairie Island Family Health (PIIC) team as directed. The Family Health Department provides service to clients, staff, and suppliers. As an essential team member, incumbent ensures that resources are available for the health care team to carry out its mission. Special emphasis is on data entry, filing, bulk mailings, processing orders and payments. In addition, the incumbent supports other Family Health Staff such as the Nutritionist, Fitness Center team, and the CHR Program.

The Family Health Administrative Assistant must have a positive demeanor, provide excellent customer service, and must be focused on quality, detail-oriented record keeping. Work is value-driven with measured outcomes. All team members are expected to be resourceful and mutually respectful. Must be supportive of Native American initiatives and culture.

DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Maintains current patient registration files, tribal health insurance files, and Purchased Referred Care (PRC) applications and eligibility lists.
• Maintain records of all meeting agendas and responsible for taking meeting minutes.
• Responsible for scheduling internal and external meetings using various platforms such as Zoom and Teams.
• Assists in planning and organizing annual events such as Health Risk Assessments, PRC Eligibility verification, and other special projects as assigned.
• Receives incoming calls and routes messages to appropriate staff for action.
• Responsible for processing purchase requisition forms and payment requests for the Department
• Orders supplies for the Department staff
• Processes travel and training requests for staff
• Assists with tribal health insurance and PRC processes and performs data entry in RPMS system
• Receives and reviews all incoming mail on a daily basis and routes to proper recipients.
• Ensures outgoing mail is ready for pick-up and delivery at the appropriate time,
• Organizes and distributes of bulk mailings for insurance, Health Risk Assessments, PRC information or activities.
• Completes monthly Tinta Wita Tipi Newsletter inserts
• Maintains PIIC member residency information for all tribal health insurance policies and in the Patient Registration System
• Maintains expertise through participation in educational programs, meetings, and workshops
• Provides Monthly written updates to Family Health Director
• Performs other duties as assigned

QUALIFICATIONS:

Required

• High School Diploma or Equivalent
• HIPAA certification completed within first thirty (30) days of employment.
• Minimum six (6) months of office experience or similar setting.
• Must possess good clerical and office management skills.
• Knowledge of grammar, spelling, punctuation, letter and memo formats, office procedures, and maintaining of correspondence files
• Knowledge and ability to take formal meeting minutes.
• Ability to maintain strict standards of confidentiality.
• Good organizational skills.

• Excellent written and verbal communication skills.

• Must demonstrate strong computer skills Microsoft Office, Word, Excel, PowerPoint and Outlook.
• Ability to work independently and effectively with minimal supervision.
• Ability to work well within the existing team and government structure.
• Sensitive to Native American Culture.
• Must pass urine drug screen and a criminal background check.
• Valid driver's license and proof of insurance.

PHYSICAL DEMANDS:*

• Must have the ability to lift and carry up to 25 pounds
• Must be able to sit for long periods of time with occasional amounts of standing or walking

REQUIRED TRAINING:

• Effectively Handling Harassment training
• HIPAA training
• Any position-related training as determined by department manager
• Advanced training opportunities available with demonstrated experience in nursing

WORKING ENVIRONMENT:

• Work is performed primarily indoors and may include brief exposure to extreme weather conditions

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship