Administrative Assistant-TFS

INDIAN HEALTH COUNCIL INC • Valley Center, CA

8d • $24 - $26 • Onsite

About The Position

Since 1970, Indian Health Council, Inc. (IHC) has provided high-quality, compassionate healthcare and support services to the nine Federally recognized American Indian tribes in north San Diego County. With more than 200 employees serving 2 clinic sites, IHC is proud of the diversity of its staff as a reflection of the community it serves. The reward of working at IHC is more than a paycheck and excellent benefits; it is the impact and contribution to the Tribal community that employees value most. If you are passionate about improving the overall health and wellness of our tribal community, IHC is looking for people like you. About Us • Patient-Centered Care: Medical, Dental, Behavioral Health, Pharmacy, Social Services • Research focused: Community Based Participatory grant-funded research programs; we are a Native American Research Center of Health (NARCH). • Accredited as an ambulatory health care center by AAAHC Our Philosophy At IHC, we believe in empowering our patients with knowledge to achieve their healthcare goals. We strive to treat the whole person using a multifaceted approach to include physical, mental, emotional, and spiritual aspects of health and wellbeing. The TFS Administrative Assistant will perform administrative duties to ensure Indian Child Welfare Act (ICWA) notices are quickly addressed and coordinated with the Tribes to protect Indian Children in the state court system. The TFS Administrative Assistant will work under the direction of the department director on agency administrative activities including the Domestic Violence program. This position will also have case management and non-case management activities for clients and families involved in State and Tribal child welfare services.

Requirements

• High school diploma or GED required.
• Minimum of one-year administrative experience required.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Excellent time management skills and the ability to multi-task and prioritize work.
• Attention to detail and problem solving skills.
• Strong organization and planning skills.
• Skill and ability to communicate to elicit information and cooperation from groups or individuals is essential.
• Skill in interviewing, community presentations and facilitation of meetings.
• The ability to establish and maintain effective working relationships with patients, staff and the public is a must.
• Ability to interpret and communicate social work agency rules, regulations, and procedures.
• Ability to correctly reflect treatment and document patient's progress.
• Must be proficient in the following:
• Productivity Software: Microsoft Office 365; Word, Excel, PowerPoint, Email & Calendar Management (outlook), Teams (video conferencing and meetings), and Share Point.
• Electronic health records software (NextGen/QSI preferred).
• Utilization of Paycom, Relias Learning, and PolicyTech systems, PandaDoc.
• A valid California driver’s license and a good driving record will be required at the time of appointment and must be maintained throughout employment.
• Current AED CPR certification or attainment within 6 months of hire.
• Applicants must successfully pass a pre-employment physical exam, tuberculin skin test or x-ray and urine drug screen test.
• Health must be adequate to perform all duties of the position.
• Must pass criminal background check.

Nice To Haves

• Associate degree preferred.
• Three plus years preferred, especially in a social service setting.

Responsibilities

• Provide general administrative and clerical support to ensure efficient operation of the department.
• Answer phone calls and provide and respond to general information requests about the department.
• Carry out administrative duties such as filing, typing, mailing, scanning, faxing, and copying to the department.
• Maintain electronic and hard copy filing systems.
• Ability to prioritize projects, resolve problems, conduct research, and pay attention to details.
• Open, sort, and distribute incoming mail correspondence to appropriate employees within the designated department.
• Perform data entry and compile, type and prepare reports.
• Prepare and modify documents including correspondence, drafts, memos, and emails.
• Schedule, coordinate, and arrange meetings, prepare agendas, reserve conference rooms, and record and transcribe minutes of meetings.
• Ensure operation of equipment by completing preventive maintenance requirements, submitting work orders, maintaining equipment inventories, and evaluating new equipment and techniques.
• Maintain supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Contribute to team effort by accomplishing related results as needed.
• Coordinate the scheduling and administration of provider peer reviews in accordance with the established policy.
• Distribute, monitor, and reconcile petty cash for the department.
• Coordinate, liaise, and assist the marketing department with marketing campaigns and the health promotions department with outreach and promotion activities.
• Tracks and processes all ICWA notices working with tribes, and county agencies to ensure ICWA compliance.
• Assist with administration and case management of Bureau of Indian Affairs (BIA) General Assistance Program (GAP) including, processing applications, development of case plans, business expense vouchers, and referrals to other resources.
• Assist the DV/SA program coordinator with data collection, reports, and shelter information.
• Maintain a positive lobby experience by greeting guests and directing them to the appropriate social worker, case manager, advocate, or other department.
• Answer and screen confidential telephone calls taking information and linking clients to services, referrals, and child abuse reporting.
• Assist social workers with transportation, supervised visitations, and other non-case management activities as needed.
• Work closely with TFS staff to coordinate and populate schedules in NextGen.
• Comply with all program and grant reporting.
• Position may be re-assigned during activation of EOP.

Benefits

• PPO medical, dental, and vision insurance with low employee contribution; company-paid life and disability insurance; malpractice coverage for providers; 403B retirement with company matching; generous PTO and Sick time; 14 paid holidays; paid jury service; and paid bereavement leave; reimbursement for professional license(s), and certifications such as CPR and continuing education units.
• Our facility also qualifies as a high-need area for provider CA State and Federal Loan Repayment Programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees