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