Administrative Assistant I

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.