Administrative Support Assistant

Ho-Chunk • Santa Fe, NM

4d • Onsite

About The Position

Flatwater, Inc. (FWI) is seeking four (4) Administrative Support Assistants to support the Indian Health Service (IHS), Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC). These positions provide a blend of patient-facing administrative support and back-office office administration, helping maintain smooth daily operations across multiple workstations and departments. The Administrative Support Assistants will support the Administration Office, Finance Department, Front Desk, and Greeter stations, performing duties such as greeting patients and visitors, answering and routing phone calls, managing correspondence and records, maintaining files, scheduling and coordinating meetings, and providing calendar support to leadership.

Requirements

• Candidates must demonstrate proficiency in Microsoft Word, Excel, and Teams.
• Required skills include database and file management
• Basic financial literacy
• Event coordination
• Logistics management.
• The role also requires the ability to work effectively with multicultural patients and interpreters.
• Additionally, the services of a qualified typist are required for office automation duties.
• The position requires a High School Diploma or GED, with proof provided prior to assignment.
• Provide documentation detailing at least five years of experience in the placement or performance of Administrative Support Assistants for projects of similar size and scope.
• Personnel must undergo a successful criminal history background investigation and character investigation as required by Public Law 101-360.
• Successful completion of fingerprinting is required prior to starting services.
• Must provide documentation of immunity or vaccination for Measles, Mumps, Rubella, Hepatitis B, Varicella, Influenza, and Pertussis. A TB test within the last 12 months is also required.
• Must complete training in Protecting Children from Sexual Abuse, Trauma-Informed Care, and Information System Security Awareness (ISSA).
• Personnel must possess a valid driver’s license as they may be required to operate Government-Owned (GSA) vehicles.

Responsibilities

• Receives, routes, and tracks incoming and outgoing materials, including controlled or routine correspondence, reports, and memoranda.
• Prepares documents such as forms and reports using office automation; this includes creating technical material, graphs, and charts, and entering data into established tracking systems.
• Manages appointment and meeting schedules for the Director and senior staff, coordinates conference room bookings, attends meetings, and prepares minutes.
• Serves as the first point of contact for visitors and callers, responding to general inquiries and resolving procedural questions.
• Performs tasks such as purchasing supplies according to guidelines, maintaining filing systems, and assisting with staff travel documents.
• Coordinates orientation for new staff and contractors, tracks required training, and assists with the preparation of travel requests and vouchers for new employees.
• Responsible for taking fingerprints and ensuring investigation documents are completed and forwarded for background checks.
• Performs timekeeping duties using the ITAS system for the health center.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED