Administrative Assistant/Program Director - Health Services

SUMMARY

To serve as Administrative Assistant I and Program Director for the Health Director and health service programs within Health Services department, including the Clinic, Dental Clinic and Contract Health Services. Responsibilities will include all Program Director duties that encompass but are not limited to reconciliation of invoices, attending budget meetings/quarterly reviews, providing budget forecasting and modifications. In addition, this position requires advanced administrative skills and the ability to work independently, as well as within a team, depending on projects and tasks assigned. Assist in the operational oversight of the medical clinic.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or GED.
• Must have a minimum of 1 year of experience working in an office environment.
• Must have Program Director's training or obtain within one year of hire date.

• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Interact with staff regarding supporting documentation for requisitions and delivery of service; facilitate flow of billing sheets and other information to Health Services staff.
• Ensure compliance with outside obligations and company policies.
• Assemble statistical information and organize daily, monthly and specialized reports as requested by supervisor.
• Works closely with Office of Management and Budget (OMB) for program and budget compliance.
• Answer and transfer telephone calls, schedule and manager Outlook calendar appointment as necessary, respond to client inquiries and track and distribute incoming/outgoing mail.
• Compose routine letters, memorandums and reports including routing inter-and-intra department/agency forms and letters.
• Attend and record meeting minutes.
• Analyze and report key findings of information submitted to the Health Director including overall minutes and quality assurance reports.
• Review and apply for grants, manage grants and prepare agency narrative and financial reports.
• Prepare for quarterly reviews, maintain program books, review budget and prepare modifications for approval.
• Ability to understand medical data terminology.
• Attend budget meeting.
• Prioritize tasks in order of importance/urgency and complete multiple tasks in a time fashion.
• Manage and index files, records, policy, procedure and regulations manual and books.
• Make posting and entries to various department records including but not limited to data preparation, coding, imputing/loading, transmittals, daily log maintenance, account management/reconciliation and document audits.
• Process forms, documents or information including typing, updating, checking auditing, filing and/or status tracking, locating and/or retrieving as required.
• Assist Health Director in preparing reports for Tribal Council and the Membership.
• Maintain patient confidentiality as per Health Insurance Portability and Accountability Act (HIPAA) of 1996 and complete HIPAA compliance training.
• Other duties as assigned by supervisor.

OTHER SKILLS AND ABILITIES

• Superior interpersonal, time management and organizational skills along with the ability to work autonomously without daily supervision.
• Proficient in Microsoft computer software including Word, Access, Excel, Outlook and Internet Explorer.
• Possess capacity to be cross-trained in all administrative support functions.
• Must be free of any disqualifying personal history and pass a background investigation.
• Critical to the position is the ability to maintain the strictest level of confidentiality in all matters related to the position and follow HIPAA guidelines as outlined.
• Must have outstanding written and verbal communication skills.
• Excellent interpersonal and customer service skills with demonstrated patience, tact, and respect.
• Attend all training classes necessary to keep skills updated.
• Knowledge and experience of budgeting and accounting.
• Knowledge of the principles and practices of business organization and management.
• Knowledge of the organization and functions of a business operation with emphasis on departments to which assigned.
• Ability to research, analyze, and evaluate proposed programs and expenditures.
• Ability to work with large amounts of data, interpret financial records, detect errors, and prepare financial reports.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or G.E.D. is required.
• Associate's Degree is preferred.
• Must have a minimum of 1 year of experience working in an office environment.
• Accounting experience preferred.
• Must have Program Director's training or obtain within one year of hire date.
• Resource Patient Management System (RPMS) experience preferred.

QUALIFICATIONS

• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.
• Must have appropriate endorsements for all vehicles required to operate in the performance of duties.
• Must have completed GTB Program Director's Training or complete within one year of hire date.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

All basic office equipment, i.e., computers, printers, fax machines, phone systems, answering machines, typewriters, etc. Use of Overhead projector to assist other clinic staff with training.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, and lifting heavy objects, such as a case of paper or several books at once. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc.

TYPICAL MENTAL DEMANDS

The employee uses judgement in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Deadlines are involved, so there is time pressure on occasion.

WORKING CONDITIONS

The employee uses judgement in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Deadlines are involved, so there is time pressure on occasion.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through approved motion by Tribal Council. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Administrative Assistant/Program Director Health Services Jobs at Grand Traverse Band of Ottawa and Chippewa Indians