Administrative Support Assistant

Flatwater Group•Santa Fe, NM

7d•Onsite

About The Position

Flatwater, Inc. (FWI) is seeking four Administrative Support Assistants to support the Indian Health Service (IHS), Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC). The role combines patient-facing administrative support with back-office office administration across the Administration Office, Finance Department, Front Desk, and Greeter stations. The primary duty station is the Santa Fe Indian Health Center, with rotation to three satellite clinics as needed: Cochiti Indian Health Center, San Felipe Indian Health Center, and Santa Clara Indian Health Center. The position supports daily operations by greeting patients and visitors, answering and routing phone calls, managing correspondence and records, maintaining files, scheduling meetings, and providing calendar support to leadership. Staff must wear a government-issued identification badge while on duty and handle patient information in accordance with HIPAA, the Privacy Act, and IHS protocols. The position is contingent upon Flatwater Group being awarded the federal contract and the candidate meeting the contracting agency’s requirements.

Requirements

High school diploma or GED; proof must be provided prior to assignment.
Documentation of at least five years of experience in the placement or performance of Administrative Support Assistants for projects of similar size and scope.
Proficiency in Microsoft Word, Excel, and Teams.
Database and file management skills.
Basic financial literacy.
Event coordination and logistics management skills.
Ability to work effectively with multicultural patients and interpreters.
Qualified typist for office automation duties.
Valid driver’s license; personnel may be required to operate Government-Owned (GSA) vehicles.
Successful criminal history and character background investigations as required by Public Law 101-360.
Successful completion of fingerprinting before starting services.
Documentation of immunity or vaccination for Measles, Mumps, Rubella, Hepatitis B, Varicella, Influenza, and Pertussis.
TB test completed within the last 12 months.
Completion of training in Protecting Children from Sexual Abuse, Trauma-Informed Care, and Information System Security Awareness (ISSA).

Responsibilities

Receive, route, and track incoming and outgoing materials, including controlled or routine correspondence, reports, and memoranda.
Prepare forms, reports, technical material, graphs, and charts using office automation, and enter data into established tracking systems.
Manage appointment and meeting schedules for the Director and senior staff, coordinate conference room bookings, attend meetings, and prepare minutes.
Serve as the first point of contact for visitors and callers, respond to general inquiries, and resolve procedural questions.
Purchase supplies according to guidelines, maintain filing systems, and assist with staff travel documents.
Coordinate orientation for new staff and contractors, track required training, and assist with travel requests and vouchers for new employees.
Take fingerprints and ensure investigation documents are completed and forwarded for background checks.
Perform timekeeping duties for the health center using the ITAS system.
Rotate between the primary facility and satellite clinics as needed.
Manage patient information in accordance with HIPAA standards, the Privacy Act, and IHS protocols.