Administrative Support Assistant

Ho-Chunk•Santa Fe, NM

3d•Onsite

About The Position

Flatwater, Inc. is seeking four Administrative Support Assistants to support the Indian Health Service, Albuquerque Area Office, Santa Fe Indian Health Center. The positions combine patient-facing administrative support with back-office administration across the Administration Office, Finance Department, Front Desk, and Greeter stations. Duties include greeting patients and visitors, answering and routing calls, managing correspondence and records, maintaining files, scheduling meetings, and providing calendar support to leadership. The role includes processing incoming and outgoing correspondence; preparing forms, reports, technical materials, graphs, and charts; entering information into tracking systems; managing schedules and meeting logistics; assisting visitors and callers; purchasing supplies; maintaining filing systems; supporting staff orientation, training tracking, and travel paperwork; taking fingerprints and forwarding background investigation documents; and performing health-center timekeeping using ITAS. Staff must follow HIPAA, Privacy Act, and IHS requirements for patient information and wear a government-issued identification badge while on duty. The primary duty station is the Santa Fe Indian Health Center at 1700 Cerrillos Road, Santa Fe, New Mexico. Staff may rotate to satellite clinics in Cochiti Lake, San Felipe Pueblo, and Española as needed. The regular schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday, with two 15-minute breaks and a one-hour unpaid lunch. Overtime is not authorized. The position is contingent on Flatwater Group receiving the federal contract and meeting the contracting agency’s requirements.

Requirements

High School Diploma or GED; proof must be provided before 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; may be required to operate government-owned vehicles.
Successful criminal history and character background investigation 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 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 correspondence, reports, memoranda, and other materials.
Prepare forms, reports, technical materials, 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, answer general inquiries, and resolve procedural questions.
Purchase supplies according to guidelines and maintain filing systems.
Assist with staff travel documents and prepare travel requests and vouchers for new employees.
Coordinate orientation for new staff and contractors and track required training.
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, the Privacy Act, and IHS protocols, and wear a government-issued identification badge while on duty.