Administrative Assistant I/II - Community & Behavioral Services - Juneau

Description

POSITION DESCRIPTION

Position Title: CBS Administrative Assistant I/II

Department: Community & Behavioral Services

Location: Juneau, AK

Covered Position: Yes

Pay Grade(s): 7/8 ($25.26+ DOE)

Purpose:

The CBS Administrative Assistant will assist in the administration and coordination of functions supporting CBS departments, including scheduling appointments, upkeep of shared office areas, employee and participant support, and other administrative support functions. This position will have oversight of day-to-day administrative duties relevant within the scope of the role, working collaboratively to ensure strong care delivery to those served by CBS.

Essential Functions. An individual in this role must be able to perform the following functions with or without reasonable accommodation:

Serve as the first point of contact for participants, visitors, vendors, and staff by providing professional reception services, answering and directing telephone calls, greeting visitors, responding to inquiries, and managing incoming and outgoing correspondence.

Provide administrative support to program staff, supervisors, and management through scheduling, document preparation, data entry, records management, and other clerical functions.

Register participants by collecting, verifying, and accurately entering demographic, financial, insurance, and other required information into the electronic health record (EHR) system.

Schedule, coordinate, and confirm appointments, including intake appointments, follow-up visits, telehealth services, referrals, and consultations.

Review referrals and other documents for completeness, accuracy, and compliance with program requirements.

Maintain and update confidential participant, employee, and program records in accordance with organizational policies, privacy regulations, and applicable laws.

Process, scan, upload, file, retrieve, and securely store electronic records while ensuring confidentiality and accuracy.

Serve as a resource to participants, staff, and the public by providing information regarding services, procedures, policies, and program requirements; exercising tact, discretion, and sound judgment when handling sensitive matters.

Monitor client file and process including confirming active treatment plans, proper consent and intake paperwork on file, and notifying clinicians that their participants have arrived.

Prepare, edit, and distribute correspondence, reports, spreadsheets, databases, meeting materials, and other documents using standard office software with minimal supervision.

Perform complex data entry and recordkeeping tasks, verify information for accuracy, identify errors, and maintain data integrity for internal, federal, and organizational reporting requirements.

Process purchase orders, code expenditures, maintain records of departmental purchases, and support fiscal and administrative operations as outlined by Tlingit & Haida’s procurement policies and procedures.

Coordinate meeting logistics including scheduling, room reservations, signage, preparation of materials, and communication with participants.

Monitor and maintain office equipment, supplies, and materials; coordinate service requests, maintenance needs, and information technology support requests as needed.

Perform opening and closing office procedures, including securing confidential information, checking messages, maintaining common areas, and ensuring operational readiness of office equipment and workspaces.

Remain calm, professional, and customer-focused when assisting individuals who may be upset, distressed, or experiencing crisis situations, and appropriately escalate concerns to supervisors or clinical staff.

Maintain effective communication and collaborative working relationships with participants, families, staff, vendors, and community partners while supporting organizational goals and high-quality customer service.

Demonstrate cultural awareness, respect for diversity, and commitment to organizational mission, values, and standards of conduct.

Prioritize multiple assignments, adapt to frequent interruptions, and effectively manage workload in a fast-paced environment.

Abide by HIPAA and 42 CFR Part 2 confidentiality regulations in all circumstances to ensure program trustworthiness and integrity

Document client contacts in EHR system

Utilize task management systems and follow policies and procedures related to multiple electronic-based platforms

Perform other related duties and responsibilities as assigned.

Requirements

Knowledge, Skills & Abilities . A comprehensive set of capabilities required to perform job tasks effectively:

Knowledge of general office procedures, practices, and equipment.

Knowledge of customer service principles and practices.

Knowledge of business communication practices, including proper grammar, spelling, and punctuation.

Knowledge of computer applications, including Microsoft Office Suite (Word, Outlook, and Excel).

Knowledge of electronic records systems and data entry procedures.

Knowledge of and ability to follow confidentiality requirements and privacy practices, including HIPAA principles.

Basic knowledge of organizational programs and services.

Customer service and interpersonal communication skills, verbal and written.

Strong attention to detail.

Organizational and time management skills.

Problem-solving and critical-thinking skills.

Ability to accurately enter, review, and maintain data and records.

Ability to prioritize tasks and manage multiple assignments in a fast-paced environment with frequent interruptions.

Ability to follow written and verbal instructions and established procedures.

Ability to learn new software applications, procedures, and organizational policies.

Ability to work independently on routine assignments and collaboratively as part of a team.

Ability to remain calm, professional, and adaptable when dealing with difficult situations or changing priorities.

Ability to demonstrate cultural sensitivity and respect when working with diverse individuals and communities.

Minimum Qualifications (education, experience, skills):

Administrative Assistant I

High School Diploma or GED

Three (3) years of related experience

Valid Driver’s License required for some departments

Administrative Assistant II

High School Diploma or GED

Five (5) years of related experience

Valid Driver’s License required for some departments

Preferred Qualifications (education, experience, skills):

Associates Degree

Physical Requirements. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodation:

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs

Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Some travel may be required on small aircraft or ferry.

Certain positions at Tlingit and Haida may have exposure to certain hazardous materials or conditions. The supervisor will review these if applicable.