Administrative Assistant - PHS

Position Summary: Responsible for the greeting and screening of all patients and visitors who enter PHS as well as clerical tasks such as answering phones, communicating with departments via Microsoft Teams, mail distribution, order tracking and package delivery, and stocking and cleaning breakrooms.

Essential Functions:

• Operate telephone system to answer, screen, or forward phone calls, provide information, take messages, or schedule appointments.
• Welcomes patients and visitors by greeting patients and visitors, in person or on the telephone; answering or referring inquiries, helps patients and visitors obtain wheelchairs or other services as needed.
• Provide information or documents to clients such as location of offices or departments, employees within the Tribe, or services provided.
• Provide clerical assistance, type correspondence, envelopes and reports. Maintain filing system, make copies, and handle incoming/outgoing mail according to policy.
• Responsible for the distribution and control of forms used by aforementioned departments at the satellite office.
• Check-in, track, and deliver all packages received in the Rotunda.
• Maintain a clean and organized desk and Rotunda area for patients, refill coffee station and clean as needed.
• Set the stage for exceptional customer service by presenting and maintaining a professional demeanor in any situation.
• Address patient and visitor complaints in a calm and courteous manner and route to appropriate personnel to assist.
• Assist with maintaining breakrooms, including managing supply inventory, miscellaneous cleaning, tracking and distribution of snacks.
• Order, maintain, and restock supplies.
• Protects patients' rights by maintaining confidentiality of personal information.

Non-Essential Functions:

• Assist with department projects
• Assist with patient reminder phone calls
• Perform other related functions as assigned.

Equipment:

• Standard office equipment; multi-line phone system.
• Systems used: MS Office applications, and Internet.

Position Requirements:

• High School Diploma or GED required.
• Experience in an office setting or service-related field is required.
• Excellent communication and interpersonal skills; the ability to speak effectively and respond to questions in a professional manner at all times.
• Strong delivery of positive services skills and excellent communication skills, both oral and written required.
• Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment and ability to maintain situational awareness during stressful or emergency situations as required
• Ability to maintain confidentiality when dealing with Tribal matters and Protected Health Information as required.
• Must be proficient with MS Office applications and general office equipment such as copy machines, fax machines, calculators, printers, scanners, etc.
• Able to demonstrate a reasonable working knowledge of medical terminology

Indian Preference:

• Pokagon Band Preference Code applies.

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing, walking and lifting up to 50lbs will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
• Frequently required to talk and hear.

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies:

• Client Focus
• Fostering Communication
• Attention to Detail
• Exemplifying Integrity
• Initiative
• Ensuring Accountability