Administrative Assistant - Er (Dh4819)

In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference.

Position Summary

This position provides a professional administrative support for the Director Emergency Service and/or designee. Responsibilities include but are not all inclusive to assisting the Director Emergency Services with special and ongoing projects to ensure that goals and objectives are being met to achieve maximum efficient outcomes, answering routine and non-routine correspondence with internal contacts of the organization, assembling highly confidential and sensitive information and dealing with a diverse group of important external callers and visitors. Additionally, this position will provide high level secretarial support to include word processing, excel, power-point, time-keeping system, filing, financial record keeping, coordination of meetings, meeting minutes and conferences, obtaining supplies, direct mailings, and all other assigned clerical responsibilities.

Necessary Qualifications

Education

High School diploma or GED

Certification

• Basic Life Support (BLS) from the American Heart Association
• Must maintain a current valid certification of the following throughout employment

Experience

A minimum of 1 year working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple, competing tasks and demands while meeting deadlines

Other Skills and Abilities

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas

• Proficient in Microsoft Office Programs (Word, Excel Spreadsheets, Power-Point, Outlook)
• Positive working relationships with others
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
• Submission of all required employment-related documents, application, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Must have excellent written and verbal communication skills and proofreading skills.
• A high level of interpersonal skills to handle sensitive and confidential situations with maximum discretion; continually requires demonstrated poise, tact and diplomacy
• Successful completion of and positive results form all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
• Possession of high ethical standards and no history of complaints

MENTAL AND PHYSICAL EFFORT

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical

Work is most sedentary requiring prolonged times of sitting; frequent needs for standing, walking, maintaining balance and reaching. There will be occasional needs for driving, bending, climbing, kneeling, crouching and twisting. This position does not require much lifting other than occasional lifting of up to 25 pounds (moving a case of paper). Incumbent will need the prolonged ability for far vision, near vision, color vision, depth perception, seeing fine details, hearing normal speech, telephone use, and hearing overhead pages on loudspeaker. Incumbent must be able to utilize hand manipulation for prolonged time with simple grasping, fine manipulation, and use of keyboards. May be required to occasionally have the ability of hand manipulation for firm grasping. Incumbent may occasionally be exposed to environmental hazards such as infectious disease; chemical agents; dust, fumes, gases; extremes in temperature or humidity; hazardous or moving equipment; unprotected heights; and loud noises.

Mental

The Incumbent independently initiates and carries out routine assignments, handles problems and deviations in the work assignments in accordance with policies and procedures. Transcription of physician orders is reviewed for accuracy and cosigned by the Registered Nurse. Work is periodically checked and reviewed in terms of the overall efficiency of services provided to patients and to ensure compliance in accordance with established priorities and procedures. Incumbent will have the prolonged ability concentrate; handle a high degree of flexibility; work alone; adapt to shift work; and work in areas that are close and crowded. May need to frequently cope with high level of stress; make decisions under high pressure; cope with anger/fear/hostility of others in a calm way; handle multiple priorities in stressful situation; and demonstrate a high degree of patience. Incumbent may occasionally/rarely need to be able to manage altercations.

Essential Functions

• Provides secretarial support using independent judgment to accomplish duties and meet customer needs in a timely manner
• Assists the Emergency Department with ongoing projects and special project assignments often requiring independent judgment and ability to determine best action to accomplish goals and objectives.
• Provides Patient Access Specialist (PAS) coverage, during PAS meal breaks and/or absences. Takes on the full duties and responsibilities of the Patient Access Specialist.
• Answers phones for the Director Emergency Services and others as assigned. Takes messages or fields/answers all routine and non-routine questions.
• Organize timekeeping records for corporate employees.
• Provides administrative support to the Director Emergency Services.
• Possess the skills and knowledge of creating spread sheets for tracking financial, clinical and personnel data, etc. Assists in preparing - reports for presentation.
• Orders equipment and supplies for the Emergency, Trauma, and SANE SART DVPI Grant department. Collaborates with Procurement Department as necessary.
• Provide clerical and administrative support for the Emergency Department management team.
• Takes on other duties as assigned.
• Account management for travel and training expense reports.
• Schedules and organizes complex activities such as meetings, taking minutes for department staff meetings-, travel, educational training, conferences and activities.
• Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
• Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee and external customer satisfaction
• Sorts and distributes mail. Drafts responses or replies by phone or e-mail when necessary and responds to regularly occurring requests for information.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy.
• Works independently and/or within a team on special nonrecurring and ongoing projects at the request of the SCN or designee. Understands (if necessary, clarifies) and carries out his/her role as a team member to complete projects or objective of the office, department and organization.
• Creates and develops visual presentations to achieve credibility through professional presentation and excellence in communication, as requested.
• Establishes, develops, maintains and updates filing system. Retrieves information as needed.
• Assists in department education and orientation of new staff. Assists with implementation of new processes. Maintains Unit and Hospital Competency.
• May act as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary.
• Collects statistical data and assists in department Performance Improvement projects and provides reports to appropriate personnel.
• Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
• Organizes and prioritizes information and calls.
• Possesses the ability to be flexible and coachable in learning new processes and adjusts to change. Will uphold the missions and vision of TCRHCC and abide by its policies and procedures.