Executive Secretary
Bristol Bay Area Health Corporation - Dillingham, AK

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Provide administrative support to Jake’s Place staff in order to insure that efficient, cost effective, and timely services are provided to individuals and families in the Bristol Bay region.

  • High school diploma or equivalent required. Two years college-level business courses, plus two years secretarial experience, preferably in a health care facility required.
  • Intermediate or advanced skills in areas of accounting, business English and software programs required.
  • Must be able to communicate in a professional manner both verbally and in writing, including ability to take minutes of complex meetings.
  • Must be organized, dependable and able to work with minimal supervision towards the goals and objectives of the program.
  • Must be able to handle non-routine situations with sensitivity for clients and their families in a variety of cultural settings.
  • Familiarity with office equipment and Microsoft Office (Word, Excel, PowerPoint) required. Typing speed, 55+ WPM required.
  • Complete confidentiality of patient and business information required.

  • Essential Functions:
  • Processes accurate monthly/quarterly reports for distribution to staff and supervisors.
  • Runs ad hoc reports when requested by staff and supervisors.
  • Responsible for entering client information into the State of Alaska’s reporting database.
  • Oversees maintenance of office equipment.
  • Maintains an up-to-date equipment inventory and current listing of all hazardous materials in use by Jake’s Place staff and the appropriate Material Safety Data Sheets.
  • Establishes and maintains a filing system for federal, state and BBAHC records and correspondence.
  • Takes minutes of staff and committee meetings. Transcribes dictation of minutes and staff clinical notes.
  • Acts as receptionist when necessary. Screens calls for emergency situations and takes appropriate actions.
  • Assists with recruitment and hiring efforts such as scheduling interviews travel reservations, new employee orientation, etc.
  • Orients new staff to the client information system, accounts receivable system, and clinical/administrative documentation requirements.
  • Assists Department Manager in monitoring expenses according to budget parameters. This includes monitoring and processing requests for program and office supplies, client travel and lodging, etc.
  • Creates and distributes newsletters and brochures. Coordinate purchase and distribution of training materials and library materials to employees and public.
  • Maintains organized filing system for program correspondence.
  • Schedules and organizes program staff meetings, treatment team meetings, training opportunities, etc.
  • Assists in developing and monitoring Performance Improvement indicators for the Department.
  • Assists program staff with special projects as necessary.
  • Performs other duties as assigned.

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