Program Assistant, Tribal Member Services

POSITION TITLE: Program Assistant
DEPARTMENT: HHS – Tribal Member Services
LOCATION: DuPont, WA
REPORTS TO: Program Manager
FLSA STATUS: Nonexempt
WAGE RANGE: $27.92 - $32.11 per hour

Review Date: April 24, 2024

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

Position Summary:

Ensures the efficient and effective operations of the Tribal Member Services program by providing administrative support and friendly service. Maintains professionalism in all interactions with internal and external Customers while adhering to HIPAA and confidentiality requirements. Honors and represents the mission, vision, values of CIT and of the HHS department.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Creates a warm, welcoming, and professional environment for clients, visitors, and staff; greets and directs visitors; takes and conveys phone messages; provides information in response to requests.
• Provides support and back up for answering incoming calls through multi-line telephone system and emails from members.
• Communicates verbally and in writing to answer inquiries and provide information to members and staff.
• Maintains appropriate documentation containing pertinent, accurate, and current information.
• Researches and locate online or in person resources for Tribal Members, internally and externally.
• Conducts outreach efforts to link services to Tribal Members as needed.
• Maintains confidentiality and adheres to state and federal guidelines.
• Facilitates coordination for Northwest Justice Project’s (NJP) clients and fills out intake forms as appropriate.
• Communicates with NJP as needed for wrap around services for tribal members;. acquires additional information as needed from NJP clients and forwards as appropriate.
• Schedules tribal member appointments, greets tribal members when they arrive, and provides support during appointments as needed; witnesses and signs forms for clients and NJP.
• Builds and ships culture kits to members maintains culture supplies inventory.
• Prepares supplies and resources for tribal members and ensures appropriate delivery (pick up, ship, internal routing).
• Works with Tribal Members in obtaining and accessing medical and dental benefits; describes benefits and plans; and assists with completion of enrollment.
• Generates purchase orders and adheres to program and accounting procedures for purchases; generates supply orders and maintains inventory of program items.
• Assists in the planning and preparation of events to include assigning vendor tables and workstations at events.
• Oversees, restocks, answers inquiries, hands out fuel cards, signs people in, and cleans up at events.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings as required.
• Creates and maintains Eventbrite’s as needed.
• Writes and proofreads articles for the Cowlitz Tribal newsletter/magazine.
• Participates in communications meetings and provides support for emails to members.
• Assists other departments and programs with their program needs as requested.
• Participates in staff meetings as needed.
• Maintains certification for Tribal Assister by completing required trainings and attending required meetings; completes required training and continuing education to be able to provide the expertise and knowledge in accessing resources for CIT members; completes Information Security System Awareness (ISSA) trainings as required.
• Prioritizes work according to departmental needs; determines workflow problems and develops solutions.
• Adapts to changes in safety protocols and procedures.
• Honors and represents the mission, vision, values of CIT and of the HHS department.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPPA, Medicare, Medicaid, and insurance programs.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment including electronic health care systems.
• Skill in treating internal and external customers with tact, courtesy, and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• High School Diploma/GED.
• One year related administrative experience.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre­employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Employee may be exposed to unpleasant odors, bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

The Cowlitz Indian Tribe is an Equal Opportunity Employer, and a Drug & Alcohol-Free workplace.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).