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Administrative Assistant I (WTHC)

Gardnerville, United States

Position Title

Administrative Assistant I (WTHC)

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE8 (13.49 - 18.88)

Department

Clinic

Supervisor

Position Summary

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.
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.

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.

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.