Administrative Assistant I

Description POSITION TITLE: Administrative Assistant I CLASSIFICATION: Non-Exempt DEPARTMENT: Tribal Health SUPERVISOR: Executive Director or Department Director or Designee GRADE: NE7 $15.29 ($31,803.20) - $22.94 ($47,715.20) Position Summary Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information. Essential Duties & Responsibilities Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Screens incoming calls and correspondence; exercises judgment and responds accordingly. Records and delivers messages or transfers calls to voice mail when appropriate. Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. Prepares program flyers and promotional materials as directed. Assists with the scheduling of facilities, travel and activities as directed. Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary. Maintains financial records; processes accounts payable, purchasing and travel documents. Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested. Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling. Maintains, updates and communicates schedules and calendars for appropriate personnel. Promotes positive image for the Health Clinic to Tribal members and professional contacts. Inputs patient information into clinical records and various computer programs. Reviews forms and ensures accuracy and completeness. Seeks out additional information as necessary. Performs administrative and clerical tasks for the Health Clinic Maintains patient files in accordance with HIPPA and Confidentiality policies. Assists with computerized testing procedure. Assists in computer data entry for the purpose of medical billing. Assists staff with the CHS referral process. Prepares and issues receipts for payments. Establishes and maintains an effective filing and retrieval system. Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair. Photocopies, collates, distributes, and files documents. Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes. Maintains inventory of office supplies. Maintains a log for vendor expense. Receives, sorts, logs, and routes mail. Attends meetings and takes minutes as requested. Performs errands for the Director as needed. Performs other duties as required. Requirements Minimum Qualifications High School Diploma or GED and two years administrative or secretarial experience; or equivalent combination of education and experience. Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment. Must be able to be insurable by the Tribe’s Driving Policy. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation. Preference will be given to Qualified Native American Indians. Knowledge, Abilities, Skills, and Certifications Knowledge of modern office practices, procedures, and equipment. Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic. Knowledge of records management and basic accounting procedures. Knowledge of or ability to learn CDMIS, RPMS and GUI computer programs. Knowledge of general goals and purpose of the Washoe Tribal Health Center Ability to communicate effectively in the English language both verbally and in writing. Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels. Ability to represent the organization in a professional manner, building respect and confidence. Ability to maintain confidentiality. Ability to handle multiple tasks and meet deadlines in stressful situations. Ability to carry out instructions furnished in verbal or written format. Ability to work independently with minimal supervision. Ability to demonstrate excellence in everything, and continually seek improvement in results. Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint). Physical Demands While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to operate a motor vehicle; stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Work Environment Work is generally performed in an office setting with a moderate noise level. The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following: Negative alcohol and drug screen Meet requirements of Public Law 101-630 Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days Must be insurable under the Washoe Tribe’s driving policy #J-18808-Ljbffr Washoe Tribe of Nevada & California