Administrative Assistant

WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC.

JOB DESCRIPTION

POSITION: ADMINISTRATIVE ASSISTANT

CLASSIFICATION CODE:  NON-EXEMPT FULL TIME

DEPARTMENT: FINANCE

IMMEDIATE SUPERVISOR: FINANCE OFFICE MANAGER

STATEMENT OF JOB:  The Administrative Assistant enhances the effectiveness of the ABHS clinic by providing information and support in a well-organized and timely manner. This position is under the direct supervision of the Apache Behavioral Health Services (ABHS) Finance Office Manager. This position is responsible for proactively providing a broad array of secretarial, clerical, and administrative support as assigned by supervisor and or other management staff. This position coordinates and organizes department appointments, meetings, and events to facilitate smooth running of the department.  

DUTIES AND RESPONSIBILITIES:

1. Abide by all applicable policies, procedures, and program standards of ABHS, White Mountain Apache Tribe, Indian Health Services, Arizona Health Care Cost Containment System (AHCCCS) and other pertinent regulatory authorities.
2. Adheres to ABHS vehicle policies and maintains appropriate vehicle utilization records.
3. Maintain ethical policies and guidelines as outlined in accepted State ethics laws, rules, policies, and principles and as outlined in discipline-specific code of ethics.
4. Manage workflow by ensuring administrative tasks are completed daily and deadlines met.
5. Ensure maintenance of office equipment, including printers, copiers, and fax machines.
6. Maintain office supplies by checking inventory.
7. Performs clerical duties/projects as requested by supervisor or other management.
8. Attends all staff meetings, in-service training or other ABHS staff functions as directed/required.
9. Provides responsive, high-quality service to ABHS employees, representatives of outside agencies and members of the public by providing accurate, complete, and up-to-date information, in a courteous, efficient, and timely manner.
10. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadlines pressures.
11. Assists Administrative Assistant I in receiving Living with Purpose Catering funds and generating receipts for each transaction.
12. Participation in all required ABHS training.
13. Reports/attends work in timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
14. Assists Administrative Assistant I with ABHS employee credit card requests.
15. Ability to ensure that all outgoing and incoming mail is transacted in a timely fashion.
16. Responsible for assisting Administrative Assistant I in delivering deposits to the bank for ABHS.
17. Responsible for distributing employee and vendor checks when needed.
18. Assists Administrative Assistant I in distributing employee supplies once received.
19. Responsible for coverage of Administrative Assistant I when absent.
20. Performs other duties as assigned by supervisor.

MINIMUM QUALIFICATIONS:

1. Requires GED or high school diploma plus two years of business office experience; Mental Health or Managed Care work experience preferred.
2. Strong written and oral communication skills; ability to speak the Apache language preferred.
3. Demonstrate critical thinking, problem-solving, attention to detail and organizational and time management skills.
4. Demonstrate interpersonal and customer service skills with an ability to work effectively and harmoniously with a wide range of people, teams, managers, supervisors.
5. Technology/computer proficiency, including basic computer skills which include MS Office, copy machine, scanner, and fax machine/software.
6. Valid driver’s license and reliable transportation.
7. Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance and background check.

Preferred:

1. At least 3 years’ experience working with Native Americans.

**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).

ESSENTIAL FUNCTIONS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Constant: standing. Frequent: repetitive use of hand, walking, standing, bending neck and waist, squatting, climbing, kneeling, twisting neck and waist, simple grasping of left and right hand, power grasping right and left hand, fine manipulation right and left hand, pushing and pulling right and left hand, reaching above shoulder level, reaching below shoulder level, lifting objects weighing up to 25 pounds from below the waist to a height of 3 feet. 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.  The employment is considered “at will” and agree that my employment can be terminated with or without cause and with or without notice at any time at the option of either me or the company.