Administrative Assistant - Quarters

Tuba City Regional Health Care Corporation•Coppermine, Arizona

17h•Onsite

About The Position

This position provides administrative and general clerical office support that is essential to the operation of the Housing and Safety Departments. The incumbent works closely with the Housing Manager, Safety Officer, Finance, and other departments to accomplish the goals and objectives of the facility and serves as department timekeeper.

Requirements

High School diploma or GED
Must have two (2) years’ experience working as an Administrative Assistant in a fast-paced office environment
Must have six (6) months of computer experience with excel spreadsheet, database management, and purchasing/materials management software.
A record of satisfactory performance in all prior and current employment as substantiation by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
Positive working relationships with others.
Possession of high ethical standards and no history of complaints.
Reliable and dependable; reports to work as scheduled without excessive absences.
Skilled with budget development and budget management.
Ability to manage multiple priorities and deadlines.
Ability to provide guidance, leadership, and teamwork with colleagues.
Must be able to work independently and be highly motivated, organized, and efficient.
Completion of above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job.
Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.

Responsibilities

Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors; answers questions in a knowledgeable manner and provides appropriate forms to meet the objective(s) of the inquiry. Receives incoming telephone calls and visitors, identifies nature of business, and determines appropriate course of action. Takes messages for staff in their absence or directs urgent matters to the most appropriate staff member.
Prepare, type, and review for accuracy a variety of correspondence including schedules, memos, reports, and technical documents, forms, meeting minutes, policies, and procedures. Drafts letters on routine matters for signature of supervisor or signs letters on routine requests for information after extracting information from the supply management records. Completes forms required for reports by the supervisor as necessary.
Prepares and maintains timesheets and work schedules for Housing staff. Serves as department timekeeper for direct hire staff, confirming timecards for accuracy and informs supervisor of discrepancies.
Makes certain necessary materials and equipment are assembled for Housing meetings, conferences, or other gatherings. Assures meeting minutes or reports are current and accurate.
Coordinates travel for department staff, including scheduling transportation, making lodging reservations, keeping in touch with staff en-route and preparing travel reports. Enters department requisitions, orders, and/or invoices into the procurement system for timely processing for Housing. Works closely with accounts payable and purchasing staff on resolving issues: invoices, requisitions, PO processing.
Receives and reviews of completeness of work requests for maintenance and repair of maintenance equipment. Determine if the data on the work request is routine, urgent and emergent. Assists the department supervisors in assigning the work to maintenance personnel with appropriate time frames.
Establishes and maintains contracts with vendors, works with the Procurement Department to create and initiate purchase orders for Quarters and Safety Department supplies and equipment, prepares invoices, and establishes new agreements in conjunction with the procurement requirements. Receives, unloads, and process incoming shipments and informs General Services of all supplies received. Maintain and updates a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensures follow-up on back orders including inventory of all received goods, supplies, contracts & services, and equipment to obtain as accurate count.
Assist Housing Manager in ordering / monitoring inventory supplies for the department. Coordinates/plans with Housing Manager in ordering supplies or equipment; develops and maintains statistics pertaining to Quarter’s equipment inventory and expectancy.
Compiles statistical and other data from reports or records, extracting data from documents and posting or tabulating same to work sheets or other office records. Assists in preparing reports on a regular basis, quarterly or as directed, which reflects spending on department accounts, current balances, outstanding requests, and incoming credit memos;
Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met. Create a supply order list (with catalog numbers) in Workplace ordering software for the department. Establish and maintain Vendor Files and department staff working files.
Will assist Quarters and Housing with MCN Policy Manager, inputting policies, routing for signatures.
Will assist with Hospital Accreditation Survey’s by the Joint Commission and assist with Documentation preparation.
Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
Performs other duties as assigned.