SUMMARY :

This position, under direct supervision of the Fiscal Controller will promote ethical responsibility through a wide range of receptionist and administrative support, including: possessing the ability to interact with staff (at all levels) and be able to work in a fast-paced and sometimes pressured environment, while remaining flexible, proactive, resourceful, and efficient. This position must maintain a high level of professionalism and confidentiality while keeping attention to detail. The person filling this position must have solid verbal and written communication skills, a strong decision-making ability, and a commitment to comply with federal, state, and local standards, laws, and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Operates as the main telephone operator for UIHS and maintains the central telephone system at Potawot Health Village. Screens and routes calls to appropriate person or division. Takes accurate messages then distributes to appropriate person or division as necessary and maintains confidentiality of staff’s direct phone numbers.

• Prepares outgoing mail for USPS pick up. Retrieves, sorts, prepares then distributes the incoming mail daily. Educates staff regarding mail protocols and processes. Responsible to load funding for postage as needed and reports funding changes to Accounts Payable, and orders USPS supplies as needed.

• Ensures coordination of outgoing and incoming interoffice mail with the courier.
• Prepares incoming checks, credit card transactions, and daily cash transactions for reporting to fiscal by submitting a summary remittance list form to the designated fiscal staff. Prepares produce stand summary remittances and turns into designated fiscal staff. Maintains petty cash box, by distributing petty cash and reporting petty cash transactions to fiscal on a monthly or as needed basis.
• Prepares coffee orders for the Potawot and the Eureka clinic/s. Arranges any coffee equipment needs or repair services.

• Provides official forms to client requests for medical records at the Potawot site, assuring the paperwork is filled out properly before contacting Health Information Management staff to assist the client with their request.
• Logs out GSA vehicles from Administration pool of vehicles, making sure keys are turned back in on time. At the end of each month turns in the GSA Vehicle Use Logs to Fiscal. Ensures vehicle driver eligibility with Manager.

• Maintains a professional, pleasant attitude and demeanor at all times.
• Able to prioritize tasks and remain productive with minimal supervision.

• Provides client complaint forms to clients with complaints and forwards the forms to Quality Improvement.
• Acts as the emergency disaster designee for Administration, Information Technology, Facilities, Electronic Health Records, and Health Information Management, making sure to note absent employees and roll call during any emergencies or drills requiring evacuation of the building. Also maintains and updates the roll call list for said emergencies and drills.

• Maintains the administration mailbox area and the print copy room area. Place orders from central stores to stock copy paper inventory. Maintain office supply inventory in the print copy room. Orders other office supplies as needed for administration area staff.
• Provides assistance within the administration area with tasks that can be performed at a front office station that do not have immediate deadlines, such as but not limited to: typing letters and memorandums, bulk mail outs, basic copying, etc.
• Assist fiscal services with the distribution of monthly payroll checks.
• Maintains the herbal products and garden products inventory and sales.
• Provides administrative assistance, as requested, for preparation and coordination of UIHS Board of Directors’ meetings and other meetings.
• Communicates with others to disseminate information as requested.
• Maintains a professional, organized, and clean working environment by following organizational policies, guidelines, and safety standards.
• Adheres with compliance and accreditation standards and guidelines.

• Performs all duties in accordance with the UIHS mission, vision, and guiding principles.

• All other duties as assigned.

SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily such as administrative writing skills, reporting skills, supply management, scheduling, Microsoft Office skills, organization, time management, presentation skills, travel logistics, and verbal communication. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE : Educational degrees must be from a US Department of Education accredited school.

• High School Diploma or equivalent.
• One (1) year as administrative assistant or one (1) year experience in an administrative capacity.

COMPUTER OPERATIONS:

Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc.

LANUGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense and understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must have or be able to obtain American Heart Association BLS certification within six (6) months of hire and maintain such.

OTHER SKILLS AND ABILITIES:

• Ability to operate standard office equipment (copier, fax, etc.).
• Must be able to work with American Indian people and be sensitive to their culture.
• Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
• Participate in proactive team efforts to achieve the Mission, Vision and Guiding principles of UIHS.
• Must be able to present a positive working environment.
• Must be able to work with a wide variety of people in a positive manner.