Administrative Assistant (Harm Reduction Clinic)

: Job Summary:

Composes and types a variety of correspondence, forms, logs, and reports; takes and transcribes minutes of official meetings; and provides related clerical support for assigned department/program.

Job Duties:

Prepares and delivers outgoing mail, picks up, logs, and delivers incoming mail. Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings. Composes and types routine correspondence, reports, and other required paperwork. Maintains logs and or lists. Files correspondence and other records in an established manner. Answers telephone(s) and provides information to callers or routes call to appropriate individual(s). Places outgoing calls. Schedules appointments for assigned personnel. Greets visitors, ascertains nature of business, and conducts visitors to the employer or appropriate person. Arranges training and travel schedules and reservations for assigned personnel. Records and transcribes minutes of staff meetings. Makes copies of correspondence or other printed matter as needed, and faxes information as requested. Prepares and processes Employee Action Notices, Purchase Requisitions, and Check Requests. Maintains supplies for the assigned area. Verifies time cards and processes timesheets for assigned personnel. Coordinates meetings for supervisors including establishing itinerary and preparing any necessary handouts. Assists in budget preparation and control. Maintains petty cash for the department. Prepares billings and/or invoices as needed. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibility.

Qualifications:

EDUCATIONAL REQUIREMENT

Associate's degree from a 2-year college or technical school; or two years (60 credit hours) coursework from 4-year college or university; or three years related experience; or equivalent combination of education and experience.

EXPERIENCE REQUIREMENT

An additional two years of related experience is required.

COMPUTER SKILLS

An individual should know Database software; Internet software, Spreadsheet software, and Word Processing software.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid drivers license with a driving history verified through a motor vehicle report that meets requirements for Cherokee Nation underwriting rating may be required by the department.

OTHER QUALIFICATIONS

The employee must not be and will not be under sanction by the United States Department of Health and Human Services Office of the Inspector General (OIG) or by the General Services Administration (GSA) or listed on the OIG's Cumulative Sanction Report, or the GSA's List of Excluded Providers, or listed on the OIG's List of Excluded Individuals/Entities (LEIE). Must possess knowledge of general office procedures and practices. Ability to operate a variety of office machines including a computer, photocopier, fax machine, Dictaphone, transcribing machine and 10 key calculators.

PHYSICAL DEMANDS

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.