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The Role
Provides clerical and administrative support to a clinic’s Quality Management department. Responsibilities include answering phones, coordinating appointments and meetings, scheduling employees and vendors, preparing correspondence and reports, managing office supplies and equipment, responding to information requests, maintaining vehicle records, and completing administrative tasks by deadlines. The role requires strong organization, communication, interpersonal, and time-management skills, along with Microsoft Office familiarity, a valid Arizona driver’s license, reliable transportation, and successful completion of pre-employment testing.
Summary Generated by Built In
POSITION: QUALITY MANAGEMENT ADMINISTRATIVE ASSISTANT
CLASSIFICATION CODE: NON-EXEMPT FULL TIME
DEPARTMENT: QUALITY MANAGEMENT
REPORTS TO: QUALITY MANAGEMENT ADMINISTRATOR
STATEMENT OF JOB: The Administrative assistant enhances the effectiveness of the ABHS clinic by providing information and support in a well-organized and timely manner. Reporting directly to the Quality Management Administrator, the Administrative Assistant provides administrative support for clinic operations. This position is responsible for proactively providing a broad array of clerical and administrative support as assigned by supervisor and or other management staff. This position coordinates and organizes department appointments, meetings, and events to facilitate smooth running of the department. The Administrative Assistant ensures that Quality Management department phones are answered in a timely, professional manner, coordinates scheduling for employees and assists in scheduling vendors, and assists Quality Management Administrator, Quality Management Program Manager, Quality Management Training Coordinator, Quality Management Grants and Data Coordinator, Assistant Clinical Directors, and Clinical Director as needed.
DUTIES AND RESPONSIBILITIES:
- Abide by all applicable policies, procedures, and program standards of ABHS, White Mountain Apache Tribe, Indian Health Services, Arizona Health Care Cost Containment System (AHCCCS) and other pertinent regulatory authorities.
- Answer incoming calls and assume other administrative duties.
- Manage workflow by ensuring administrative tasks are completed daily and deadlines met.
- Generate memos, emails, and reports as needed.
- Ensure maintenance of office equipment, including printers, copiers, and fax machines.
- Maintain office supplies by checking inventory and order items.
- Respond to questions and requests for information.
- Adheres to ABHS vehicle policies and maintains appropriate vehicle utilization records.
- Maintain ethical policies and guidelines as outlined in accepted State ethics laws, rules, policies, and principles and as outlined in discipline-specific code of ethics.
- Provide a positive role model to clients and staff through leadership, self-discipline, and genuine care for the treatment and recovery of clients. All clients and staff members must be treated with dignity and respect.
- Participation in all required ABHS training.
- Reports/attends work in timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
- Performs other duties as assigned by supervisor.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
MINIMUM QUALIFICATIONS:
- Possession of a high school diploma or equivalent; personal experiences in mental health/human services or related field preferred; experience working with Native Americans preferred.
- Effective written and oral communication skills; ability to speak the Apache language preferred.
- Demonstrate critical thinking, problem-solving and organizational and time management skills with ability to work independently, with flexibility within prescribed deadlines.
- Interpersonal skills with an ability to work effectively with a wide range of people, teams, managers, supervisors.
- MS Office familiarity and ability to correctly operate copy machine and fax.
- Valid Arizona Driver’s License and reliable transportation.
- Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance, drug testing and background check.
**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).
Skills Required
- High school diploma or equivalent
- Effective written and oral communication skills
- Critical thinking and problem-solving skills
- Organizational and time-management skills
- Ability to work independently and meet deadlines
- Interpersonal skills and ability to work effectively with diverse teams and managers
- Familiarity with Microsoft Office
- Ability to operate copy machines and fax machines
- Valid Arizona driver’s license
- Reliable transportation
- Ability to pass fingerprint clearance, drug testing, and background checks
- Personal experience in mental health, human services, or a related field
- Experience working with Native Americans
- Ability to speak the Apache language
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The Company
What We Do
Apache Behavioral Health Services, Inc. (ABHS) is a tribal behavioral-health organization serving individuals and families residing on the Fort Apache Reservation and enrolled members of the White Mountain Apache Tribe. It provides comprehensive mental-health and supportive programs for all age groups, emphasizing timely, respectful, compassionate care through early-childhood, child and adolescent, adult, family, parent-empowerment, educational, emotional, social, and spiritual-support services.
