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.
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.