Administrative Assistant

Announcement # 2024-129 Issue Date: 04-23-24 Closing Date: 04-29-24 Administrative Assistant Department of Tribal Health Hourly Wage: $15.
74/Temporary/Full-Time Responsible for providing superb customer service to clients, vendors, and general public.
Provides information and assistance as applicable in the office, community, or on the telephone.
Screens inquiries to determine the type of assistance needed and handles accordingly.
Assists clients and providers to complete forms for services.
Employee is responsible for administrative work assignments such as typing, filing, data entry, copying documents, and handling incoming/outgoing mail.
Is responsible for taking and transcribing meeting minutes and distributing copies as directed.
Examples of Work Performed: Prepares drafts of correspondence, flyers, and forms, as instructed by supervisor.
In preparing correspondence and narrative reports, utilizes working knowledge of the correct and proper application of basic grammar, punctuation, and spelling.
Remains informed of new policy developments and keeps supervisor appraised of any changes that may affect procedures.
Communicates with Grants & Contracts, Finance and Central Accounting regularly for status of documents processed.
Ensure the building is secure and doors are locked at the end of the day.
Administers operation of the front office in an efficient and organized manner.
Records complete and accurate telephone messages for Tribal Health team members when they are unavailable.
Enters confidential client data and program statistics into the Tribal database.
Utilizes computer systems to retrieve data for Washington State statistical reports, and regularly checks management bulletins for further instruction.
Maintain professional representation of Tribal Health programs and services to the public.
Fields incoming questions/needs to appropriate staff/departments/programs.
Register clients for Tribal Health projects/classes, disseminate necessary information, assure forms are complete, and tracks documents.
Attends Tribal Health meetings and trainings.
Takes minutes for Tribal Health All Team Meetings, transcribes the minutes, and distributes to Tribal Health team members.
Completes monthly reports and keeps diligent records of all client interaction.
Handles work assignments such as typing, filing, computer operations, copying, and distribution of important information.
Maintain office supplies.
Keep emergency information and birthdates up to date for all employees.
Keep lobby organized and clean.
Answers and processes telephone calls and keeps a phone log.
Maintain sign-in log.
Ensures confidentiality is maintained and adhered to.
Other duties as assigned.
Knowledge, Skills and Abilities: Knowledge of Tribal Health program mission, policies, and services.
Knowledge of standard filing practices and procedures, including data entry and records management.
Knowledge of proper and correct application of grammar, punctuation, and spelling in preparing correspondence and narrative reports.
Working knowledge of Health Information Portability and Accountability Act (HIPAA).
Knowledge of available resources within the community for medical and social services.
Knowledge and proficiency in computer use, specifically Microsoft Office products including Word, Excel, PowerPoint, Access, and Chrome.
Knowledge of tribal administrative policies and procedures.
Knowledge of the Yakama Nation governmental organization.
Skills in the use of personal computers, software, and general office machines.
Ability to provide excellent customer service to elders, adults with disabilities, and caregivers.
Ability to establish and maintain effective working relationships with others.
Ability to manage multiple complex projects and tasks while completing deadlines.
Ability to communicate effectively, both orally and in writing, with all levels of personnel including employees, supervisor, and elected officials (etc.
).
Ability to demonstrate a high degree of personal integrity and be able to maintain strict confidentiality.
Ability to work independently and productively with minimal supervision.
Minimum Requirements: Required to pass a pre-employment drug test.
Successful completion of two (2) years of college-level accounting course.
OR Any equivalent combination of experience, training, and/or education approved by management and Human Resources.
Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.
Required to pass a pre-employment drug test.
Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.