ADMINISTRATIVE ASSISTANT (WAREHOUSE)

Fort Defiance Indian Hospital Board, Inc.•Fort Defiance Agency, AZ

21h•$21 - $26•Onsite

About The Position

This position performs diversified duties of an Administrative Assistant within the Finance Division Warehouse Department. The role involves interacting with a variety of individuals, managing correspondence, scheduling, coordinating travel, preparing reports, maintaining files, and managing financial tracking systems. Confidentiality of sensitive information is paramount, and adherence to HIPAA and Privacy Act of 1974 is required. The position also involves customer service, presentation preparation, ordering supplies, and P-Card management. The role may involve rotation throughout departments in the Finance Division and performing other assigned duties.

Requirements

Valid, unrestricted insurable driver’s license.
Resume and references are required.
Two (2) years of direct work experience.
Associate’s degree in business administration or related field or equivalent experience.
High school diploma, transcripts, license and certifications must be emailed.

Responsibilities

Performs diversified duties of an Administrative Assistant.
Interacts with a variety of individuals inside and outside of the organization.
Reviews, prioritizes and distributes incoming regular and electronic mail.
Maintains a follow-up system on action mail.
Composes correspondence of moderate complexity without review and makes responses regarding receipt of letters.
Types letters, memos, policies, procedures and/or reports, often of a confidential nature.
Maintains staff calendars; schedules meetings; prepares and sequences agendas.
Coordinates travel arrangements and itinerary preparation for Warehouse staff.
Answers phones, takes messages, and/or redirects calls to appropriate personnel or department.
Greets visitors, responds to a wide range of inquiries of moderate complexity and sometimes sensitive in nature.
Prepares reports by gathering and compiling summarizing information.
Assists division Warehouse staff in the procedural aspects of expediting the work of the office, including distribution of the workload to take care of fluctuating workloads.
Establishes and maintains all files for the Finance Division Warehouse Department, in accordance with established record management policies.
Prepares, establishes and maintains a tracking system on commitment records and the budget allotted for equipment purchases, travel expenditures, training expenditures, and supply purchases.
Checks the accuracy, updates records, and checks status of funds to assure funds are available to cover transactions.
Maintains confidentiality of all Finance Division Warehouse information and records; i.e. sensitive patient information, financial information, Personal Health Information (PHI), patient referrals, and Personnel/Payroll information.
Adheres to the Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act of 1974.
Provides excellent customer service skills while interacting with internal and external customers.
Researches, prepares presentations and compiles reports using Microsoft Office programs, such as Excel, Word, and Power Point.
Arranges and informs of departmental meetings including location, time and staff to immediate supervisor and departmental managers.
Assembles background material for agenda items and informs participants of topic to be discussed.
Attends and records minutes of the Finance Division Warehouse Department meetings, and other meetings as requested.
Orders supplies, services and equipment by preparing and maintaining requisitions for the Finance Division Warehouse Department.
Maintains a tracking system to ensure that all supplies, services or equipment ordered have been received and follows up on these orders.
Inventories all received goods, supplies, services and equipment to obtain an accurate count.
Maintains incoming P-Card Forms to assist in assigning p-card request number, ensures that the department has a budget, reviewing according to procedure, and uploads in network location and notifying requestor upon completion.
Assumes responsibility for the Purchase Card (P-Card) management and reconciling transactions monthly by adhering to the purchase card policy.
Rotates throughout the departments of the Finance Division.
Performs other duties as assigned.