CTHCA Executive Assistant Senior MB-47605

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

13d•$31 - $38•Onsite

About The Position

The CTHCA Executive Assistant Senior serves as the primary point of contact for the Deputy CEO, managing communications, scheduling, and correspondence. This role performs complex and confidential administrative and secretarial support for senior management and professionals. Responsibilities include preparing agendas, reports, and presentations, managing travel and training documents, and assisting in the planning and follow-up of executive meetings. The position also involves creating and maintaining records management systems, coordinating special events and projects, and handling general office support functions such as mail processing and supply inventory. Additionally, the Executive Assistant Senior responds to public inquiries and complaints, develops plans for assigned activities, and provides in-person executive support at various clinic and administrative office locations. Support activities include timely collection and preparation of draft agendas, dissemination of meeting materials, coordination of meeting records, and board finance presentations. The role requires independent judgment in handling information and ensuring compliance with applicable legislation, funding, and organizational requirements, including confidential handling of sensitive information.

Requirements

AA degree and 5 (five) years progressively responsible experience in a health care facility and administrative work experience.
Extensive experience in clinic operations with a strong understanding of federal requirements under 638, including policies and procedures related to healthcare administration and personnel.
Comprehensive knowledge of the patient care lifecycle, including scheduling, intake, treatment, follow-up, and all associated clinical services and how they affect each other.
Advanced knowledge of the Tribes’ policies and procedures and the Administrative structure and procedures.
Working knowledge of Tribal enterprise and government, department operations, policies, procedures, and calendars.
Advanced working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases.
Advanced knowledge or practices, principles and techniques associated with accounting, office administration and records management to assist administration with timely submission of all financial and administrative reports.
Advanced knowledge and experience that reflects exceptional administrative assistance skills in maintaining schedules, drafting correspondence and preparing presentation materials.
Skill working under pressure in a fast paced and sometimes stressful environment.
Advanced knowledge of tribal and federal agencies’ contracting processes, purchasing, administrative processes, accounting principles and procedures as well as budget planning and maintenance experience.
Advanced knowledge in the use of general office equipment (copier, fax, calculator, etc.), especially demonstrated advanced skill with software such as Microsoft Office Suite, Outlook and Internet.
Advanced knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
Advanced knowledge of Tribal government and organization unit services, operations, programs, functions, special terminology used in day-to-day operations, and to relieve others of a variety of administrative details.
Advanced math skills to perform financial and statistical record keeping.
Human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
Ability to exercise initiative and independently perform all of the duties of the position with minimal supervision to accomplish tasks in a timely manner.
Ability to schedule and accurately take and transcribe meeting notes and maintain a record.
Ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
Ability to plan, organize and prioritize work in order to meet schedules and timelines.
Ability to communicate with management, staff, and the community using patience and courtesy, and in a manner that reflects positively on the organization unit.
Ability to perform all of the duties of the position in a high volume environment that may be dominated by distractions.
Must be able to perform clerical and secretarial work with speed and accuracy.
Ability to understand and apply Tribal and agency rules, regulations and policies.
Ability to plan, prioritize and organize events and carry out events, projects and activities in order to meet schedules and timelines.
Ability to maintain timekeeping, prepare computer generated timesheets, ensure leave balances are correct and prepare payroll.
Ability to use a personal computer to produce correspondence, informational materials, and conduct basic research.
Ability to conduct cost analysis for travel cost comparisons, prepare per diem requests, and compile travel/training itinerary packets.
Ability to conduct fact-finding, research and interviews.
Ability to receive and responds to public inquiry and/or complaints through fact-finding or forward to the appropriate personnel in a professional timely manner.
Ability to maintain confidentiality of private and sensitive information.
Ability to maintain productive and cooperative relationships with Council, co-workers, tribal program staff, external organizations, tribal elders and the general public.
Ability to provide services that reflect cultural values of the Tribes and membership needs.
Ability to travel and work non-standard work hours as assigned or delegated.
HIPAA Certificate within initial 90 days of employment.
Valid Washington State Driver’s License is required and be insurable.
If required of this position, you must possess and maintain a valid Washington State driver’s license and be eligible for the Tribes’ Vehicle Insurance.
This position may be subject to pre-employment background clearances. If applicable, these clearances must be maintained throughout employment.

Nice To Haves

Tribal Member and Indian Preference will apply; preference will also be given to honorably discharged veterans who are minimally qualified.

Responsibilities

Serving as the primary point of contact for the Deputy CEO, managing communications, scheduling, and correspondence with internal staff, Tribal leadership, external partners and stakeholders.
Performing ongoing administrative and secretarial support services of a complex and often confidential nature for senior management and/or a group of professionals.
Preparing agendas, reports, presentations, and other documents in support of Deputy CEO initiatives, meetings and Tribal Health Care Authority operations.
Preparing travel and training documents; conducting cost analysis to determine cost differences between different traveling methods; processing airline flight request and lodging arrangements in accordance with specifications; processing per diem requests, ensuring times processing and delivery of checks; developing final travel/training packet, including conference agenda, breakdown of expenses and other related material.
Assisting in the planning and follow-up of executive and leadership meetings, ensuring action items are documented and completed.
Creating and maintaining records management system for department staff; identifying deficiencies in filing system and recommends implements solutions, files department correspondences, files requisition and vouchers, maintains program personnel files, prepares and maintains contracting files.
Planning, coordinating and implementing special events and projects, distributing announcements for bids on meals and other services, collecting bid solicitation for Request for Proposals, coordinating with different programs, agencies and entities, ensuring availability of necessary equipment and other related material, processing payment of services and accounts for such transactions, attending various planning meetings executes other related directives issued by the Deputy CEO.
Preparing a variety of general office support functions; receiving and responding to incoming calls, taking messages or forwarding to appropriate personnel, processing incoming and outgoing mail and maintaining a log, maintaining an inventory of office supplies and other as needed; processing requisitions and vouchers, composing memorandums and letters, scheduling meetings, send fax correspondence.
Receiving and responding to public questions and complaints, receiving requests and assisting the public by providing information on tribal government operations and/or resources; determining the nature of the complaint and forwarding to appropriate resource, conducting fact-finding investigation when circumstances warrant such action, recommending and implementing solutions on findings, responding to inquiries and complaints, providing status of updates to Deputy CEO.
Working with the Deputy CEO to develop plans needed to carry out assigned activities and projects.
Traveling between the Colville Tribal Health Care Authority’s clinics and administrative offices as needed to provide in person executive support to the Deputy CEO.
Supporting activities include timely collection and preparation of draft agendas; dissemination of meeting materials; coordination of meeting records, evaluations and follow-up reports, and board finance presentations.
Scheduling meetings (group and individual), travel, and outside commitments.
Ensuring confidential handling of sensitive team member information in line with data protection policies and laws.
Performing other duties as assigned.