Administrative Assistant Job Listing at Oneida Nation in Green Bay, WI (Job ID 02607)

Description

SALARY: $17.39/Hr. (NEGOTIABLE)
(Employees will receive 5% below the negotiated pay rate during their probationary status.)
Non-Exempt   POSITION SUMMARY To provide administrative support to the Employee Health Nursing (EHN) department.  Assist in preparing reports, create presentations, ordering supplies, paying of EHN bills, monitoring data collection, developing new forms, assisting the manager with budget needs, arranging travel documents, willing to obtain additional training as department needs, provide excellent customer services for the front desk coverage, maintain shipping and receiving data, assist EHN staff with computer needs, attend meetings and take minutes and conduct research to resolve issues. Continuation of this position is contingent upon funding allocations.

DUTIES AND RESPONSIBILITIES:

1. Provide administrative support for the Employee Health Nursing Department staff.
2. Assist in preparing progress and data reports ensuring accuracy and timely submission.
3. Monitor data collected and ensure that all forms are properly completed.
4. Schedule department events and activities; manage departmental calendar.
5. Log all patient/client office visits and initiate required service forms, assisting patients/clients in filling out required forms as needed/required.
6. Greet and route patient/clients to appropriate departmental staff including explaining services available to patient/clients and answering inquiries on available services.
7. Answer incoming telephone calls; determine purpose of calls, and forward calls to appropriate personnel or department, ensuring professional telephone etiquette.
8. Screen correspondence, exercise judgment and respond; accordingly, process incoming/outgoing mail.
9. Arrange travel, prepare and submit travel-related documents, and maintain travel information as necessary.
10. Prepare correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
11. Edit and review all correspondence and documents for correct grammar, punctuation, and spelling.
12. Attend meetings and take minutes as requested.
13. Conduct research to resolve operational questions or issues; make recommendations to enhance the efficiency of administrative operations.
14. Establish and maintain an effective filing and retrieval system.
15. Transmit outgoing faxes, and retrieve, log, and distribute incoming faxes.
16. Maintain and operate office machines, equipment, and computers.  Perform or coordinate general maintenance and repair.

Photocopy, collate, distribute, and file documents.

1. Provide direction to other clerical personnel by answering questions, training on office procedures or reviewing work if needed.
2. Maintain inventory of office supplies.
3. Contributes to a team effort and accomplishes related results as required.
4. Adhere to all Tribal Personnel Policies and Procedures, Tribal Standard Operating Procedures, and Area and Program Strategic Plans and Policies.
5. The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

1. Frequently sit, walk handle, and feel; reach with hands and arms; and talk and hear.
2. Occasionally stand and stoop, kneel, crouch, crawl and lift and/or move up to twenty-five (25) pounds. 
3. Work is generally performed in an office setting with a moderate noise level.
4. Evening and/or weekend work may be required.
5. Extended hours and irregular shifts may be required.   
6. A Tuberculosis (TB) Screening and/or a 2 step TB Skin Test is required within thirty (30) days of employment.

STANDARD QUALIFICATIONS:

1. Knowledge of business English, proper spelling, grammar, punctuation, and basic math.
2. Knowledge of records management and basic accounting procedures including budgeting.
3. Knowledge of IHS, JCAHO and other healthcare regulatory agencies.
4. Knowledge of a multi-phone line system.
5. Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment.
6. Ability to communicate effectively in the English language both verbally and in writing.
7. Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
8. Ability to represent the organization in a professional manner, building respect and confidence.
9. Ability to write clear and concise reports, memoranda, directives, and letters.
10. Ability to handle multiple tasks and meet deadlines.
11. Ability to carry out instructions furnished in verbal or written format.
12. Ability to work independently with minimal supervision.
13. Ability to continually seek improvement in results.
14. Complete Oneida Certification on Reporting Child Abuse and Neglect training within ninety (90) days of employment.
15. Ability to obtain CPR and Red Cross First Aide Certified or the ability to obtain within three (3) months of employment, must maintain CPR and Red Cross First Aide Certification during employment.
16. Maintain strict departmental security, confidentiality, and quality to meet professional standards of the department.
17. Must adhere to strict confidentiality in all matters.
18. Must complete Health Insurance Portability and Accountability Act (HIPAA) training within thirty (30) days of employment and annually thereafter.
19. Must be willing and able to obtain additional education and training.
20. Employees are required to have proof of immunity or dates of 2 doses of MMR and proof of immunity or dates of 2 doses of Varicella prior to starting in any position within the Oneida Comprehensive Health Division.  Any refusal of vaccination(s) or failure to provide proof of immunity may disqualify the applicant.  
21. Must pass a pre-employment drug screening.  Must adhere to the Nation's Drug and Alcohol-Free Workplace Policy during employment.
22. Must comply with Caregiver Law and Grant conditions criminal history checks as a condition of employment to include fingerprinting.
23. Must pass a background security check with the Oneida Nation in order to meet the Employment Eligibility Requirements, Tribal/State Compact and/or Oneida Nation Gaming Ordinance as they pertain to the position. A temporary license or Gaming License issued by the Oneida Gaming Commission is required as a condition of employment and continuing employment within the Oneida Nation's Gaming Division.
24. A valid driver's license or occupational driver's license, reliable transportation, and insurance are required.  Must obtain a Wisconsin driver's license or occupational driver's license within thirty (30) days of employment if applicant has an out-of-state driver's license.  Must be authorized as eligible to operate a Personal vehicle under the Oneida Nation's Vehicle Driver Certification and Fleet Management Law prior to actual start date.  Must maintain driver's eligibility as a condition of employment.

PREFERRED QUALIFICATIONS:
Applicants please clearly state on the application/resumeif you meet these qualifications.
1. An Associate Degree in Administrative Assistant or Secretarial Science from an accredited college or university with two (2)       years of successful administrative office experience.

MINIMUM QUALIFICATIONS:
Applicants please clearly state how you meet these qualifications on the application/resume.

1. High School Diploma and one (1) year of administrative experience.

ITEMS TO BE SUBMITTED:

1. Must provide a copy of diploma, license, degree, or certification upon employment.
2. Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered.  Proof of vaccination required.
3. Background information disclosure (BID) form.

Department: Employee Health Nursing
This is a full time position
Job Code: 02607
Closing Date: 05/23/2024
Responsible to: Employee Health Nursing Manager
Transfer Date: 05/23/2024

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