Program Assistant

POSITION TITLE: Program Assistant
DEPARTMENT: HHS – Behavioral Health
LOCATION: Tukwila, Washington
REPORTS TO: Administrative Supervisor
STATUS: Hourly; Full-Time
WAGE RANGE: $27.15 - $31.25

CLOSING DATE: Open Until Filled

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered a preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Ensures the efficient and effective operations of the clinic’s front office and lobby. Serves as a backup to all front office administrative positions. Operates a multi-line telephone system to answer incoming calls and greets visitors; creates a welcoming environment and directs callers, clients, and visitors to appropriate personnel. Maintains professionalism in all interactions with internal and external stakeholders. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe (CIT) and the CIT Health and Human Services department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Answers incoming telephone calls, determines the purpose of the call, and forwards calls to appropriate personnel or department. Processes messages and voicemails per program procedure.
• Assists clients with completing registration/consent paperwork.
• Opens and closes clinic according to established policies, procedures, and protocols.
• Checks in arriving clients for intake/assessment in an efficient manner and notifies staff of patient arrival; verifies insurance information; collects fees and payments; directs clients to appropriate locations for services requested.
• Maintains accurate client information in the system; updates benefits, address, or other demographic information as needed.
• Receives medication refill requests and forwards to the appropriate provider; contacts pharmacies to coordinate refills.
• Schedules and updates appointments as requested; places appointment reminder calls; maintains provider scheduling templates.
• Monitors access to the building by visitors and delivery persons, checking in arriving visitors and issuing a visitor identification badge, directing visitors to the appropriate locations for meetings or business contacts.
• Receives, sorts, and routes mail, shipments, and packages.
• Creates and updates registration, annual update, and intake assessment packets; helps to maintain a supply of prepared packets.
• Maintains phone system, fax machines, and other office equipment, calling for repairs as needed.
• Sends faxes, retrieves, logs, and distributes incoming faxes.
• Maintains petty cash when applicable according to established policies, procedures, and protocols.
• Requests, receives, and maintains office supplies as needed.
• Assists with urinalysis tests as requested; prints out lab results and routes to the appropriate counselor; responsible for urinalysis requisitions.
• Participates in staff meetings as requested.
• Adapts to changes in safety protocols and procedures.
• Completes Information Security System Awareness (ISSA) training as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions preferred.
• Knowledge of proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of basic medical terminology preferred.
• Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid, and insurance programs.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet, and database software programs in a Windows environment, including electronic health care systems.
• Skill in retrieving, reading, and entering data into an electronic health care system.
• Skill in interpersonal communication.
• Ability to maintain confidentiality.
• Ability to establish and maintain professional relationships and contribute to the creation of an inclusive environment.
• Ability to approach interactions with courtesy and respect.
• 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:

• High School Diploma/GED.
• Three years’ related experience.
• Knowledge of patient registration and front office responsibilities in a healthcare setting is required.
• A valid driver’s license is required when driving vehicles for work-related purposes.
• Obtain and maintain BLS/CPR and AED certifications.
• Experience working within American Indian and/or Alaska Native communities preferred.
• 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.
• Personal and professional reference checks and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks, including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not 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 20 lbs. 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. Employees may be exposed to bodily fluids, blood-borne pathogens, and infectious diseases. 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.