ADMINISTRATIVE ASSISTANT

VACANCY ANN#:   STOI-24-020

TITLE:                        ADMINISTRATIVE ASSISTANT

DEPARTMENT:       HEALTH AND HUMAN SERVICES/BEHAVIORAL HEALTH

SUPERVISOR:          BEHAVIORAL HEALTH MANAGER

LOCATION:              WELLPINIT, WA

STATUS:                    REGULAR/FULL-TIME, NON-EXEMPT

RATE OF PAY:          $19.08 - $25.00 / PER HOUR

OPENING DATE:     MARCH 28, 2024

CLOSING DATE:      APRIL 11, 2024

INTRODUCTION

We are thrilled to announce an exciting opportunity to join our team as an Administrative Assistant. As an integral part of our Behavioral Health Program, you will play a key role in supporting our mission to promote the health and well-being of our community members.

At the Spokane Tribe Behavioral Health Program, we are committed to providing comprehensive, culturally sensitive behavioral health services to individuals and families in the Spokane Tribe community. Our team is dedicated to fostering a supportive and inclusive environment where everyone feels valued, respected, and empowered to thrive.

As the Administrative Assistant, you will have the opportunity to contribute to the success of our program by providing vital administrative support to our staff and clients. From managing schedules and appointments to assisting with paperwork and documentation, your work will help ensure the smooth and efficient operation of our program, enabling us to deliver high-quality services to those in need.

We are looking for a dedicated and detail-oriented individual who shares our passion for serving our community and making a positive difference in the lives of others. If you are organized, dependable, and eager to contribute your skills and talents to our team, we encourage you to apply for this rewarding position.

Join us in our mission to promote wellness, healing, and resilience within the Spokane Tribe community. Together, we can make a meaningful impact and create positive change for generations to come.

Welcome to the Spokane Tribe Behavioral Health Program – where every role matters and every contribution counts. We look forward to welcoming you to our team!

MAJOR DUTIES AND RESPONSIBILITIES

• Confidentiality shall always be maintained during and outside of the workplace.
• Answer incoming Behavioral Health phone calls, transfer, inform, and relay messages to appropriate staff.
• Retrieve Behavioral Health clients from the waiting room once checked in.
• Update client information during every visit.
• Keep an updated list of client contact information and secondary contacts with proper releases of information.
• Coordinate with clinical staff to update client contact information as necessary.
• Complete client intake documentation and ensure data in Electronic Health Record is accurate prior to appointments.
• Document and Collect eligibility information from clients prior to the first scheduled appointment.
• Request charts from Records Manager for scheduled appointments and return at the end of the day.
• Manage incoming/outgoing faxes for counseling staff.
• Contact incoming referrals and report back to referents on status of referral.
• Arrange travel and training for staff i.e., travel authorization forms, registration, reservations, and airfare.
• Verify all clients have necessary billing information entered prior to first appointment.
• Verify dates, ICD-10 codes, and process billing for all clients using Insync EHR.
• Ensure Substance Use Disorder staff information is updated and continued through TARGET System.
• Create, modify, update, and submit program budgets as necessary for fiscal year deadlines and ongoing revisions.
• Assist staff and clients with in-house treatment facility scheduling.
• Assist staff and clients with detox treatment facility scheduling.
• Order office supplies and maintain equipment for Behavioral Health.
• Maintain vehicle keys, logs, and gas cards.
• Maintain all necessary forms related to the Behavioral Health Program.
• Assist in referrals of clients to other Departments.
• Make reminder calls and confirm upcoming scheduled appointments.
• Coordinate with staff to ensure all appointments are booked for active clients.
• Assist the program in preparing for events and attend and manage behavioral health table/booth at events.

• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Must have excellent computer skills ability to use Microsoft Office products.

• Ability to take direction from multiple sources.
• Ability to meet deadlines in a high demand work environment.
• Strong organizational skills.

• Understand the importance of and provide excellent customer service.
• Understand the importance and necessity of confidentiality.
• Must have good written and verbal communication skills.
• Must be proficient in business math.

MINIMUM REQUIREMENTS

• Associate degree in health or business-related field or 2 years post-secondary education in similar area.
• One year experience in Customer Service
• Experience handling a multiline phone system.
• Valid Drivers License and a good driving record for insurance purposes.

PREFERRED REQUISITES

• One year experience with annual budgets, invoicing, billing, and accounts receivable.
• Experience using electronic billing software.

*SAFETY SENSITIVE BACKGROUND SCREENING

Contact: Sabrina McCoy or Empero Corral

(509) 458-6583, (509) 458-6527, Fax # (509) 658-6556

Or down load: www.spokanetribe.com

E-mail: hrfrontdesk@spokanetribe.com

Applications Must Be Received In The Human Resources Department No Later Than 4:30 P.M. On The Closing Date

The Spokane Tribe Reserves The Right To Hire According  To Its Indian Preference Policy

All Applicants Are Subject To A Pre-Employment Drug Test

Safety Sensitive Positions Will Also Be Tested for Marijuana

All Positions with The Spokane Tribe Are Subject To A-90 Day Orientation Period