Administrative Assistant

Job Code: 43-6014

Salary: $16.10 - $26.48

Status: Full-Time , Non-Exempt, Permanent

Department: Chronic Care 

Location: Health Services

Reports To: Nurse Supervisor         

Telecommute: No

Fleet: Yes

Mandated Reporter: Yes

Background: PL 101-630    

Summary: The Administrative Assistant works closely with nursing, home care, and transportation staff to support the operational needs of the Chronic Care Department. This position requires a strong understanding of departmental functions, as well as comprehensive knowledge of facility, nursing, and administrative policies and procedures. The role relies on effective communication skills to coordinate services, support staff, and ensure the needs of patients are addressed efficiently and professionally.

Essential Duties And Responsibilities:

• Coordinate and schedule meetings, including arranging meeting space, preparing materials, and distributing information as needed.
• Develop, update, and maintain brochures, flyers, public announcements, and event materials in collaboration with the Communications Department.
• Monitor and maintain inventory of office and clinical supplies, ensuring adequate stock levels at all times.
• Provide clerical support, including accurately typing and preparing reports, policies and procedures, letters, memorandums, correspondence, meeting minutes, and creating or updating forms.
• Answer and manage incoming telephone calls using proper etiquette; take, relay, and deliver messages promptly; provide general information or direct calls to appropriate staff.
• Maintain working knowledge of departmental policies, procedures, and requirements to effectively respond to inquiries from staff and patients or direct them appropriately.
• Perform quality assurance activities to ensure services provided by the department meet established standards.
• Operate and maintain office equipment (fax machine, copier, printer, phone system), including coordinating repairs as needed.
• Coordinate and schedule patient transportation and appointments in collaboration with the Transportation Supervisor.
• Assist with compiling departmental data, statistics, and required reports.
• Obtain approvals for the purchase of supplies and services and ensure proper coding to funding sources. Process electronic requisitions in the MIP Accounting System for purchase orders.
• Compile and submit invoices for receiving reports.
• Initiate, process, and track departmental documents using Adobe Sign.
• Submit work order requests as needed to support departmental operations.
• Other duties as assigned. 

MANDATED REPORTER: Must become a mandated reporter prior to having contact with children in a job-related capacity and maintain that status throughout employment. This includes completing any necessary training and adhering to all reporting obligations as defined by applicable laws and tribal policies.

Supervisory Responsibilities:   There are no supervisor requirements for this position.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Due to the sensitive nature of information obtained, must maintain strict confidentiality and have an understanding of HIPPA and Confidentiality regulations. 

Education And/or Experience:   

• High School diploma required
• Minimum of one (1) year of office or clerical experience or equivalent coursework. PREFERRED

Other Skills and Abilities:  Strong written, verbal, and interpersonal communication skills. Ability to work independently and manage frequent interruptions. Excellent organizational skills and attention to detail. Strong problem-solving abilities. Proficiency in Microsoft Office and general computer use. Willingness to learn medical terminology. 

Computer testing may be a requirement during the interview process.

Must have and maintain a valid driver’s license in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy. 

The successful candidate must pass a drug test and background check prior to employment.