Administrative Assistant, Behavioral Health

POSITION TITLE: Administrative Assistant
DEPARTMENT: HHS – Behavioral Health (BH)
LOCATION: Longview, WA with travel to other locations within WA
REPORTS TO: Behavioral Health Director
FLSA STATUS: Exempt, full time
SALARY RANGE: $76,804.73 - $107,526.61

Review Date: March 29, 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:

Enhances executive's effectiveness by providing professional information-management support to Behavioral Health leadership. Gains results through direction, assistance, and coordination of tasks, projects, and activities. Maintains professionalism in all interactions with internal and external partners. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of CIT and of the Health and Human Services 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:

• Improves program effectiveness by contributing to the creation of a supportive environment conducive to achieving optimal performance.
• Manages and maintains emails, calendars and appointments for leadership ensuring timely responses; informs leaders of upcoming commitments; prepares leadership for meetings by communicating and providing information in advance.
• Gathers data, generates reports, identifies strengths and needs; offers recommendations for consideration.
• Reviews departmental reports, program surveys, studies, and miscellaneous information to summarize and keep leadership informed of significant findings.
• Conserves Director’s time by reading, evaluating, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, etc.
• Coordinates with HHS and CIT programs to support the efficient and effective operation and collaboration.
• Responds to inquiries, including receiving and resolving complaints as appropriate.
• Acts as liaison between BH leadership, internal teams and programs, external partners, and maintains active communication with all programs and tribal entities as directed.
• Performs administrative duties to support leadership enabling them to be highly effective in executing their roles; maintains the highest level of confidentiality of all information and records, including, but not limited to financial, personnel, project, and quality improvement information, etc.
• Provides assistance with the budgeting process and financial workflow, and models stewardship of CIT resources.
• Coordinates special events and activities for Behavioral Health.
• Attends meetings, community functions, addresses groups, and prepares written and verbal presentations and reports as directed.
• Provides assistance and guidance with operationalizing policies, and procedures to reinforce expectations of professionalism, efficiency, and standards of care.
• Coordinates agenda development that prioritizes program, client, and staff needs.
• Adapts to changes in safety protocols and procedures.
• Works collaboratively in a team environment to achieve shared goals.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of office functions, procedures, and policies.
• Knowledge of basic terminology and procedures typical of a behavioral health setting.
• Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid and insurance programs.
• Skill in proper spelling, grammar, punctuation, and basic arithmetic.
• Skill in operating various word-processing, spreadsheet, and database software programs in a Windows environment including electronic health record systems.
• Ability to maintain confidentiality.
• Ability to establish and maintain professional relationships and contribute to the creation of an inclusive environment.
• 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:

• Associate’s degree in public administration, health administration, business, or related field.
• Bachelor’s degree preferred.
• Three years related high-level administrative experience required.
• A combination of relevant education and related work experience may be considered.
• 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:

• Pre-employment 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 no 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, stand, use hands and fingers for a variety of tasks, talk, and hear. The employee occasionally is required to 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 bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Overnight travel and/or evening and/or weekend work may occasionally be required. Tight time constraints and multiple demands are common.

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

Except as provided by Title 25 CFR, Section 472 which allows for Indian preference in hiring, the Cowlitz Indian Tribe does not discriminate on the basis of race, color, creed, age, sex, national origin, physical handicap, marital status, politics, or membership or non-membership in an employee organization.