Administrative Support Assistant

Indian Health Service • Shiprock, NM

4d • Onsite

About The Position

At the Indian Health Service, Administrative Support Assistants are essential to daily operations. At Northern Navajo Medical Center in Shiprock, New Mexico, you provide administrative and organizational support that helps healthcare teams deliver quality care while maintaining a professional and culturally respectful environment for patients, staff, and the community. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

Requirements

• U.S. Citizenship is required
• Selective Service Registration is required for males born after 12/31/1959
• Must comply with the IHS Employee Immunization Policy related to vaccine-preventable diseases.
• Successfully pass the E-Verify employment verification check.
• Requires the successful completion of a federal background investigation.
• Requires a review of the applicant's financial history.
• Must demonstrate financial responsibility, maintain good credit, and satisfy all legal financial obligations.
• Must present two valid forms of identification prior to appointment. If one is a state-issued ID or driver's license, it must be REAL ID-compliant.
• Minimum of one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service performing comprehensive administrative support, including managing controlled correspondence, preparing and reviewing reports and written materials, maintaining time and leave records, preparing automated reports and data summaries, coordinating schedules and meetings, tracking program activities and expenditures, processing purchases and payments, and responding to inquiries.
• Experience managing varied assignments, determining appropriate actions, coordinating document reviews and approvals, maintaining office procedures and requirements, and providing administrative guidance and status updates to management and staff.

Nice To Haves

• On-call hours or standby duty may be required.

Responsibilities

• Manages incoming and outgoing correspondence and reports by tracking, reviewing, editing, and preparing written materials, including standard responses, letters, and background information.
• Serves as timekeeper by maintaining employee time and leave records, processing payroll and leave changes, preparing error notices, and assisting employees with leave and earnings information in accordance with applicable policies and procedures.
• Prepares reports, forms, correspondence, presentations, and data summaries; compiles and tracks program information, milestones, funding, and expenditures using automated systems.
• Manages executive schedules by coordinating appointments, meetings, conferences, and meeting spaces, and providing relevant background information as needed.
• Serves as a point of contact for staff, Federal agencies, private organizations, and the public by answering inquiries, resolving issues, and facilitating organizational business.
• Performs administrative support duties including purchasing supplies, tracking expenditures, ensuring timely payments, maintaining office procedures and requirements, and advising staff on administrative policies, training, equipment, and office operations.

Benefits

• Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.
• IHS may offer newly-appointed Federal employees credit for their directly related previous non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed