Administrative Assistant

Job Title: Administrative Assistant

General Description:

This position is located within the Chickasaw Nation Department of Health with the duty station at Chickasaw Nation Purcell Health Clinic. The purpose of this position is to provide administrative assistance to the Clinic Manager. This position may require working on Saturdays and evenings in addition to normal hours.

Supervision Received: Incumbent is under the direct supervision of the Purcell Clinic Manager with a chain of command to the Director of Purcell Clinic. Routine work is performed independently following written procedures, standards and regulations.

Supervision Exercised: None

Supervision Essential Job Functions:

• Provides assistance to the Clinic Manager as necessary to maintain the daily operations of the clinic.
• Serves as delegate for the Clinic Manager when they are away from the office, supporting needs related to facilities, patient relations, etc.
• Assists with patient compliant process by performing intake interviews, facilitating solutions whenever possible, or forwarding to the appropriate supervisor when necessary.
• Responsible for entry of blanket purchase agreements, obligations and other requisitions as needed, follow up receiving documents, maintaining vender files, prepare and submit P-card transactions and other supplies.
• Responsible for assisting clinic medical staff with travel and training request, mileages vouchers, and continue education efforts, including making travel and lodging reservations. Responsible for typing and providing assistance and guidance necessary to complete travel and training reimbursement claims.
• Compile, prepare, and submits monthly statistical reports reflecting activities and workload within established timeframe.
• Assist with duties of other departments as directed to include but not limited to activities to support continuity of patient care.
• Prepares and schedules meetings and agendas as assigned.
• Serves as recording secretary for staff meetings or committees as assigned.
• Participates in activities related to Joint Committee accreditation.
• Responsible for GSA car scheduling and maintenance
• Coordinates schedule and meetings for clinic conference room
• Responsible for the set up and luncheons for med staff and grand rounds meetings.
• Dissemination of correspondence to staff or patients.
• General filing duties as assigned.
• Coordinates special events, meetings, luncheons, etc.
• Serves as back up for the clinic switchboard operator by answering telephones, taking messages, and transferring telephone calls.
• Cross trains in PMAS system to assist patients with appointments (day, time, etc.)
• Coordinates and assists with tracking and establishing new patient charts and appointments.
• Assists departments as necessary and as directed by the Clinic Manager or designee.
• Coordinates establishing charts for new patients.
• Other duties as assigned.

Minimum Qualifications

Knowledge, Skills, and Abilities:

Preferred - Proficient in the use of office automation equipment, such as personal computer.

Preferred - Must be proficient typist

Preferred - Must possess the ability to remain professional in all circumstances and handle stress well.

Preferred - Maintain strict confidence of all information received on the job.

Preferred - Effective working relationship must be attained with employees, supervisory staff, Department Heads, management personnel, tribal officials and other visitors to the facility.

Preferred - Must possess and/or be willing to develop and enhance the knowledge, skills, and abilities necessary to perform the essential job functions.

Preferred - Must be a team player and dedicated to providing quality customer service at all times.

Preferred - Knowledge of hospital culture, hospital professionals and physician specialties.

Preferred - Software proficiency in Word, PowerPoint, Excel, Windows and Internet.

Preferred - Excellent interpersonal, speaking and writing skills.

Preferred - Knowledge of report writing and keeping statistical information.

Preferred - Demonstrated ability to meet deadlines and follow through on projects.

Preferred - Knowledge of Chickasaw Nation structure and government, knowledge about the health division and its structure, organization and leadership.

Education:

GED Required - * High school education or equivalent is required.

Training And Experience:

Preferred Experience (6 months - 3 years) - * At least one year of secretarial or reception experience preferred.

Physical Requirements:

Required - Position may require long periods of sitting, standing, reaching, lifting and bending to perform procedures.

Work Environment:

Work may require the use of surgical mask, gloves, and/or eyeglasses. There may be danger of exposure to radiation, communicable diseases, blood-borne pathogens, and/or airborne debris.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus opportunities

Ability to commute/relocate:

• Purcell, OK 73080: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• I understand that the Chickasaw Nation has a no tolerance policy of drugs and alcohol, and this includes the use of medicinal marijuana. As a sovereign Nation, State law does not apply to the Chickasaw Nation, and therefore the use of marijuana is illegal and is not acceptable for employees.
• This position is a COVID sensitive position and requires the COVID-19 vaccine. Are you fully vaccinated or willing to become fully vaccinated before starting employment if selected?

Education:

• High school or equivalent (Preferred)

Experience:

• receptionist: 1 year (Preferred)
• customer service: 1 year (Preferred)

Work Location: In person