Administrative Assistant II bei NATIVE AMERICAN HEALTH CENTER INC

Description

JOB DESCRIPTION
    
POSITION:           Administrative Assistant II, Administration (149)
DEPARTMENT:    Administration 
RERORTS TO:     Office Administrator
LOCATION:           Native American Health Center, Inc. (NAHC)
WORK HOURS:    Full Time, 40 hours per week, 100% FTE
STATUS:               Union, Non-Exempt
 

POSITION SUMMARY
The Administration Assistant II, provides routine to complex administrative support for all positions at the site and requires a thorough understanding of clinic policies and procedures under minimal supervision; work with tasks and issues of a highly confidential nature; and communicates with contacts at all levels within and outside of the organization.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES AND RESPONSIBILITIES
1. ADMINISTRATIVE: Act on supervisor’s behalf to accomplish general and complex administrative matters which may involve making decisions and commitments within scope of delegated authority.
2. MAIL DISTRIBUTION: Act as the Mail Custodian for three sites and correctly distribute incoming and outgoing mail.
3. Record and prepare meeting minutes as directed and distribute meeting summary notes in a timely and proactive manner.
4. Maintain schedules and calendars for common work spaces.
5. Receive internal/external requests for information concerning supervisor’s projects/programs; provides information when authorized; follows up to ensure requests for information were met.
6. Organize and prepare routine correspondence for the site supervisors as well as complex documents including reports, spreadsheets, presentations and various forms of communication documents requiring the integration of multiple office technologies and software applications.
7. Receive and screen telephone calls, letters, and/or visitors; answers questions and researches answers to questions as appropriate. Give tours of site, as requested.
8. Research fiscal issues and proactively work with accounts payable/accounts receivable and grants and contracts to resolve identified issues.
9. Foster relationships with external vendors and provide purchasing and cost comparison recommendations when purchasing items.
10. Receive communication content; produce communication memos/notices/updates (e.g., flyers, project updates) and distribute communication as directed.
11. Under the guidance of the supervisor, perform routine and periodic quality assurance tasks (i.e., run eye wash stations, manage logs.)
12. Perform other related duties following standard office routine, practices and procedures or instructions.
13. Ensure adequate stock of office supplies at all times, including taking inventory, tracking, coordinating and purchasing of office supplies.
14. Assist in the training of Administrative Assistant I and II across all sites to ensure continuity & standardization of processes.
15. SCHEDULE COORDINATION: Under direction of supervisor, create meeting calendar; create and monitor provider schedules and prepare meeting agendas.
16. Coordinate travel arrangements for staff at site, which may include: making reservations for transportation, hotel reservations, pay registration fees; maintain and coordinate itineraries and preparation for travel related activities, including travel reports and ensure information is submitted to designated staff person in a timely manner.
17. RISK MANAGEMENT: Responsible for ensuring Emergency Disaster Response and Safety Programs are implemented and sustained.
18. Participate in and effectively work with Safety Committee to promote, teach, develop and maintain a continually improving safety culture (IIPP – Illness & Injury Prevention Program.)
19. Ensure site conducts and documents mandatory annual safety trainings and drills. Conduct safety trainings at New Hire Orientations and across the agency as directed by the Safety Committee.
20. Conduct walk-through of site for safety and HIPAA items and orient new staff on site safety and emergency preparedness protocols.
21. Work with Administration and providers on credentialing, privileging and compliance paperwork such as PECOS enrollment, NPI registration and payer documentation.
22. Responsible for conducting ergonomic assessments for site-specific staff, including scheduling, performing assessment, purchasing necessary equipment, ensuring installation, conducting follow ups, properly documents completed assessments and ensures documents are routed to Human Resources (HR).
23. Report staff injury to workers compensation carrier in emergency situations (i.e. needle sticks) and coordinate incident/injury investigations for workers compensation claims in conjunction with Human Resources.
24. Prepare for, participate in and follow up on Health and Safety Audits; ensure audit-ready compliance of records (e.g., building, licensure, permits, and equipment maintenance) on a regular basis.
25. Ensure compliance with all OSHA and NAHC requirements, programs and regulations.
26. Participate and execute other Quality Control related assignments and opportunities when needed.
27. Conduct annual site building inspection and create lists of corrections needed; executes corrective action plan.
28. Work with Supervisor and Safety Committee in the follow up, tracking and closeout of Unusual Occurrences.
29. Responsible for site specific employee’s annual influenza/flu tracking within the HR Information System to ensure compliance is met.
30. HUMAN RESOURCES: Act as the site HR liaison between the supervisors’ new employees, interns/volunteers, and HR with administrative on-boarding and offboarding routine tasks.
31. Responsible for the distribution, collection and processing of new hire and intern/volunteer supporting documentation (i.e. driver’s license, TB, Physical, provider licenses, etc.). Ensures all required supporting documentation is distributed to necessary stakeholders.
32. Will service as backup HRIS workflow administrator to supervisor and is responsible for ensuring all employment status changes for all employees at their site are routed through the HR Information System timely and accurately.
33. Coordinate the initial setup of new hire work stations with supervisor and new hires.
34. Assist with data entry of site specific new hires NAHC desk line into the HR Information System.
35. Support supervisors onsite with other new hire onboarding activities as needed and requested.
36. PROJECT MANAGEMENT: Prepare special projects that require gathering, comparing and summarizing data.
37. Responsible for tracking project action items to ensure progress is made and action items are effectively completed.
38. Per site need, understand and execute program deliverables, as assigned.
39. COMPLIANCE: Will act as the contact person for the Licensure and Compliance Associate. Handle and frequently access highly confidential and sensitive information.
40. RECORD KEEPING: process requisitions, invoices, personnel allocations, and tracks and compiles monthly expense reports and credit card billing statements.
41. Food Handling: Takes active part in the preparation of various meals. Prepares and cooks complete meals, snacks, etc. with safe food handling and preparation, safety, and health standards.
42. Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
43. Employee Safety: Safely performs all duties; follows required protective protocols to ensure personal safety as well the safety of others.
44. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
45. Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
46. HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA policies for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to supervisor or HIPAA
security officer.
47. Work well under pressure, meet multiple and often competing deadlines.
48. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
49. Other duties as assigned by Supervisor.

Qualifications

MINIMUM QUALIFICATIONS
1. High School or its equivalent plus Five (5) years of experience successfully performing administrative support functions for department managers with demonstrated increase in responsibilities.
2. Experience with project management and providing support to large complex projects.
3. Demonstrates and possess superb customer service skills and time and attendance abilities.
4. Must have outstanding oral and written communication skills.
5. Intermediate to advanced level proficiency with e-mail software and one or more of the following MS Office applications (required only if applicable to department's needs): Microsoft Word, PowerPoint, Excel or Access.
6. Vaccination Level 1: Must be able to provide TB, Physical, seasonal flu and proof of Vaccination immunity for Measles, Mumps, Rubella, Varicella, TDAP & Hepatitis B, prior to start date. If vaccination records are more than 10 years old, titers are required to confirm immunity.
7. BLS/CPR certification must be obtained prior to start date and kept current at all times.
8. PREFERRED QUALIFICATIONS: Associates Degree in Business Administration or College Certification.

Benefits: Native American Health Center (NAHC) considers our employees to be our most valuable resource and offers an excellent benefit package: competitive salaries, personal time off (PTO) or sick/vacation leave program, and an employer contribution 403(b) retirement plan to full-time regular status employees. We also provide medical, vision, dental, flexible spending, group term and voluntary life insurance coverage for employees and their dependents—with a percentage of employee contribution for dependent medical premiums.
Note to Applicants: Please be advised a post job offer, pre-employment Physical and TB test are required as a condition of employment. Additionally, you may be asked to get a Department of Justice Fingerprinting clearance as a contingency for an offer of employment. Criminal clearances are obtained to protect the welfare and safety of clients receiving services at NAHC.

EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian Preference, all candidates will receive equal consideration without regard to race, color, gender, religion, national origin or other non-merit factors.
Age Discrimination in Employment Act (ADEA): Native American Health Center abides by the mandates of the ADEA (protecting individuals 40 years and older) and considers age a non-merit factor in all employment decisions and considerations.
Americans with Disabilities Act (ADA): Native American Health Center abides by the mandates of the ADA and considers disability a non-merit factor in all employment decisions and considerations. Furthermore, NAHC will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities.