Administrative Assistant

KETCHIKAN INDIAN CORPORATION•Ketchikan, AK

13h•$23 - $34•Onsite

About The Position

Incumbent will provide comprehensive organizational and administrative support to executive and management staff of the Behavioral Health Department. Program Assistant will perform duties related to assisting with program management, compliance, and service implementation. Duties performed will ensure the smooth coordination and completion of department projects and activities by assisting in researching and gathering necessary information, reporting, scheduling, identifying gaps or errors in data, gathering needed resources, tracking progress, compiling performance data, and other duties as assigned by management to support department functions. Overall, this position will be responsible for duties that will facilitate the successful functioning of departmental programs and special activities, including tasks necessary to support department staff in fulfilling key duties, to further the strategic direction of the department. Individual will perform specialized administrative tasks of varying complexity to achieve goals and objectives in line with the department’s strategic plan, quality and compliance plans, and program guidelines. Duties will be carried out with varying levels of independence within established guidelines and policies under the general supervision of the Behavioral Health Director.

Requirements

Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants.
Skills in operating personal computers using a variety of computer software.
Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
Ability to learn and apply program/agency operating policies and procedures.
Ability to manage multiple priorities and tasks concurrently and meet deadlines.
Ability to work independently as well as with teams.
Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.
Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.
Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers.
Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing
Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.
High School Diploma or equivalent
2 years of office experience or comparable progressively responsible tasks
Proof of valid driver's license with a clean driving record

Nice To Haves

Associates degree or higher
3 years experience, medical office preferred
Experience in community clinic preferred and a strong commitment to multi-disciplinary teamwork.

Responsibilities

Welcoming and providing information to visitors, vendors, and tribal members, either in person or by telephone;
Reading, researching, preparing presentations, spreadsheets, and other documents using verbal and written input;
Data entry as required for state, federal and department compliance.
Monitoring staff credentialing and training
Planning, scheduling, and coordinating key meetings, conferences, and teleconferences;
Attending and participating in appropriate administrative and/or committee meetings;
Coordinating preparation of documents for reporting and follow-up by administration;
Assisting in ongoing implementation tracking and review of Behavioral Health Department strategic plans;
Managing calendars and scheduling appointments for executive staff;
Providing support and information to employees, stakeholders, and administration as needed;
Following up on project completion milestones with executive staff;
Facilitates necessary duties for department management by coordinating travel, purchasing, scheduling, and providing general support and assistance;
Performing duties including covering front desk, entering appointments, and communicating with clients who present in person or on the phone seeking services;
Communicating with key staff to identify needs, barriers, resources, and priorities;
Coordinating tasks with key staff and tracking timelines and milestones;
Tracking expenditures and monitoring budgets for over/under spending and recommending budget modifications as needed;
Recording, defining, and reporting on performance metrics associated with specific operating functions across multiple funding sources;
Maintaining and improving department files and record-keeping systems;
Researching and purchasing resources and materials necessary to department functions;
Correspondence with employees, stakeholders, administration, and others
Developing and maintaining tools for performance management;
Generating reports and tracking data for executive staff;
Prepares and monitors indicators for quality and continuous improvement;
Carries out initiatives for improvement of administrative services or department functions;
Takes a systems approach to problem solving and process improvement, involving key staff and stakeholders.
Other duties as assigned by direct supervisor.