Family Health Administrative Assistant

SUMMARY:

The Family Health Administrative Assistant works directly with the Family Health Director and Health Systems Specialist in providing administrative support duties of a varied nature to the Prairie Island Family Health (PIIC) team as directed. The Family Health Department provides service to clients, staff, and suppliers. As an essential team member, incumbent ensures that resources are available for the health care team to carry out its mission. Special emphasis is on data entry, filing, bulk mailings, processing orders and payments. In addition, the incumbent supports other Family Health Staff such as the Nutritionist, Fitness Center team, and the CHR Program.

The Family Health Administrative Assistant must have a positive demeanor, provide excellent customer service, and must be focused on quality, detail-oriented record keeping. Work is value-driven with measured outcomes. All team members are expected to be resourceful and mutually respectful. Must be supportive of Native American initiatives and culture.

DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

· Works harmoniously with others.

· Communicates clearly, both in speech and writing.

· Follows instructions well, demonstrating a strong understanding of the guidelines.

· Considers other points of view and strives to understand them.

· Remediates mistakes quickly, taking responsibility for them.

· Listens actively to others and responds thoughtfully.

· Offers to help without being asked.

· Maintains records of all meeting agendas and responsible for taking meeting minutes.

· Schedules internal and external meetings with platforms such as Zoom and Teams.

· Assists in planning and organizing events such as Health Risk Assessments, and PRC verification.

· Receives incoming calls and routes messages to appropriate staff for action.

· Responsible for processing purchase requisition forms and payment requests.

· Orders department supplies, and processes travel and training requests for staff.

· Collaborates with Family Health System Specialist to maintain current patient registration files, tribal health insurance files, and Purchased Referred Care (PRC) applications and eligibility lists.

· Receives and reviews all incoming mail on a daily basis and routes to proper recipients.

· Ensures outgoing mail is ready for pick-up and delivery at the appropriate time,

· Organizes and distributes of bulk mailings.

· Maintains PIIC member residency information for all tribal health insurance policies.

· Maintains expertise through participation in educational programs, meetings, and workshops.

· Provides Monthly written updates to Family Health Director.

· Performs other duties as assigned.

QUALIFICATIONS:

Required

· High School Diploma or Equivalent

· HIPAA certification completed within first thirty (30) days of employment.

· Minimum six (6) months of office experience or similar setting.

· Must possess good clerical and office management skills.

· Knowledge of grammar, spelling, punctuation, letter and memo formats, office procedures, and maintaining of correspondence files.

· Knowledge and ability to take formal meeting minutes.

· Ability to maintain strict standards of confidentiality.

· Good organizational skills.

· Excellent written and verbal communication skills.

· Must demonstrate strong computer skills Microsoft Office, Word, Excel, PowerPoint and Outlook.

· Ability to work independently and effectively with minimal supervision.

· Ability to work well within the existing team and government structure.

· Sensitive to Native American Culture.

· Must pass urine drug screen and a criminal background check.

· Valid driver’s license and proof of insurance.

PHYSICAL DEMANDS:*

· Must have the ability to lift and carry up to 25 pounds

· Must be able to sit for long periods of time with occasional amounts of standing or walking

REQUIRED TRAINING:

· Effectively Handling Harassment training

· HIPAA training

· Any position-related training as determined by department manager

· Advanced training opportunities available with demonstrated experience in nursing

WORKING ENVIRONMENT:

· Work is performed primarily indoors and may include brief exposure to extreme weather conditions

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship

The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community.