Secretary
Bristol Bay Area Health Corporation - Dillingham, AK

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Provide administrative support to mental health center staff in order to assure efficient, cost effective, and timely mental health services are provided to individuals and families in the Bristol Bay region including support under the Substance Abuse and Mental Health Support Agency (SAMHSA).

Qualifications:
  • High School diploma or GED required.
  • Two years progressive secretarial experience in a health care facility preferred.
  • Prior personal computer experience required.
  • Must be able to communicate both verbally and in writing, in a professional manner.
  • 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.
  • Typing speed, 45+ WPM required.


  • Essential Functions:
  • Responsible for data entry into the program’s client information system, and submission of data to state agencies within specified time frames. This includes entering staff activity, client admissions and discharges, contacts and researching and correcting errors.
  • Process accurate monthly/quarterly reports for distribution to staff and supervisors according to established time frames. Run ad hoc reports when requested by staff and supervisors.
  • Function as receptionist for mental health staff by answering telephones, greeting visitors and clients, scheduling appointments, pulling and re-filing client charts, and distributing mail to regional and village-based staff.
  • Initiate the client information intake process and ensure all admission and discharge data is accurately entered into the client information system.
  • Responsible for submitting orders and maintaining files on staff and client travel and for purchases for departmental staff.
  • Maintain an up-to-date equipment inventory and current listing of all hazardous materials in use by Mental Health staff and ensures departmental access to the Safety Data Sheet information.
  • Responsible for maintaining mental health lending library, including cataloging, distribution, and tracking library materials lent to employees and public.
  • Take minutes of staff, committee meetings, and SAMHSA grantee meetings. Transcribe dictation of minutes and staff clinical notes when requested.
  • Orient new staff to the client information system, and clinical/administrative documentation requirements.
  • Assist with scheduling and organizing program staff meetings, treatment team meetings, training opportunities, specialty clinics, etc.
  • Work closely with all SAMHSA committee members in delegated tasks.
  • Data gathering and entry for and submission of data to state agencies within specified time frames. This includes entering staff activity, client admissions and discharges, contacts and researching and correcting errors.
  • Be able to pull reports from Alaska Automated Information Management System (AKAIMS) for program reporting or tracking purposes.
  • Function as receptionist for mental health staff by answering telephones, greeting visitors and clients, scheduling appointments, pulling and re-filing client charts, and distributing mail to regional and village-based staff.
  • Provide clerical assistance to Clinical Director and other mental health staff as requested.
  • Other duties as assigned.

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