Administrative Assistant

­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­Announcement #

2024-124

Issue Date:

04-18-24

Closing Date:

04-24-24

Administrative Assistant

Community Health Representative (CHR)

Department of Tribal Health

Hourly Wage: $15.74.17.72/Regular/Full-Time

Facilitates access to health care by coordinate and arranging transportation services for patients of all ages to medical facilities located within the Yakama Reservation, outlying communities and distant cities. Completes and processes CHR timesheets and audits. Prepares and processes requisitions and purchase orders. Process staff travels documents. Types, files and answers phones. Picks up office mail daily, sorts and distributes accordingly to CHR and Youth Activities staff.

Examples of Work Performed:

As needed, provides transportation for clients on an average for three times bi-weekly.

Travels to the GeorgeVille CHR Office once a week to review time and attendance reports and obtain proper signatures. Also receives office supply orders from staff. Notes are recorded and information is forwarded to the CHR Program Manager for action as applicable.

On a daily basis appointments are logged and scheduled for clients needing CHR Program services. Coordinates arrangements with transporters for client destinations.

Interviews clients to obtain information on special needs and relays this information to each transporter (disability, wheelchair bound, mental health client etc.).

Prepares memorandums and correspondence from rough drafts as requested by the Program Manager. Concerns and complaints received from clients and or family members are forwarded to the Program Manager for responses.

Transports requiring ambulance are coordinated with the Indian Health Service, Purchase Referred Care and White Swan Ambulance for client transportation within or out of the service area. Records and documents are maintained accordingly.

Arranges and Coordinates transportation to GeorgeVille and Columbia River areas for clients served through the Area Agency on Aging (AAoA) program.

Process and administers GSA vehicle maintenance records. Monitors upkeep on tires, oil change, chains, etc. Maintains contact with GSA Staff regarding vehicle lease renewals and miscellaneous paperwork. Documents and information are forwarded to the Program Manager for final review and applicable approvals.

As directed, prepares CHR staff travel documents and coordinates arrangements through the YN Travel office. Prepares travel close outs documents and ensures relevant supporting documents and reports are provided for Program Managers approval.

As directed, coordinate arrangements for monthly meetings and records meeting minutes.

Types daily reports received from the CHR Program Manager. Reports are assembled and submitted monthly to the Deputy Director of Health.

Provides assistance to prepare the Program's annual report for General Council.

Prepares requisition/purchase orders for office supplies, furniture and equipment and prepares payment documents accordingly.

Establish and maintains the CHR Budget accounts.

Prepares financial statements.

Knowledge, Skills and Abilities:

Knowledge of Health Information Portability & Accountability Act, HIPAA LAW.

Knowledge of basic bookkeeping principles and practices.

Knowledge of Yakama Nation administrative policies relative to Human Resources, Finance, Purchasing, and Grants & Contracts.

Knowledge of YN tribal operations and Chain of Command.

Knowledge of skill in use of a computer and assorted software.

Knowledge of the Yakama Nation tribal budget process.

Knowledge of CHR Program policies, guidelines and procedures.

Knowledge of Yakama Nation Culture and traditions.

Ability to maintain confidentiality.

Ability to establish and maintain effective working relationships.

Ability to multi-task and prioritize work assignments to complete them in a timely manner.

Ability to work independently and productively.

Ability to communicate effectively both orally and in written form.

Ability to understand and execute oral or written instructions.

Minimum Requirements:

Require two years work experience as an Office Assistant V. OR, 3 years experience as an Office Assistant IV.

May substitute a certificate 6-12 month college level business administrative program for 1 year work experience as an OA-IV or V.

Required to pass a pre-employment drug test.

Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.

Must provide State Driving Abstract.

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.