Program Assistant - PACT Services

The Cowlitz Indian Tribe; Vancouver; On-site; CAD 40,000 - 60,000; Full time

Job summary

A leading healthcare provider is seeking a front office administrative support to ensure efficient operations in their clinic. The successful candidate will answer calls, greet visitors, manage schedules, and maintain confidentiality while adhering to healthcare standards. Ideal for candidates with strong interpersonal skills and experience in patient registration.

Qualifications

• Three years’ related experience required.
• BLS/CPR and AED certifications needed.
• Experience within American Indian/Alaska Native communities preferred.

Responsibilities

• Answer incoming calls and greet visitors professionally.
• Check in clients for appointments efficiently.
• Maintain accurate client information in the system.

Skills

Interpersonal communication

Confidentiality

Crisis Prevention Intervention

Education

High School Diploma/GED

Tools

Electronic health care systems

Job description

Career Opportunities with The Cowlitz Indian Tribe

A great place to work.

Careers at The Cowlitz Indian Tribe

Current job opportunities are posted here as they become available.

CLOSING DATE: Open Until Filled (First Review 7.25.2025)

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered 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. Operated a multi-line telephone system to answer incoming calls and greet visitors; create a welcoming environment and directed 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 Cowlitz Indian Tribe 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.

• Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department. Processes messages and voicemails per program procedure.
• Greets and communicates with clients and visitors in a professional, trauma-informed manner.
• Assists clients with completing registration/consent paperwork.
• Opens and closes clinic according to established policies, procedures, and protocols.
• Checks in arriving clients for appointments 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 system; updates benefits, address, or other demographic information as needed.
• Receives medication refill requests and forwards to appropriate provider; contacts pharmacies to coordinate refills.
• Manages the daily calendar for the PACT team, including scheduling and updating appointments, reminder calls, and maintaining provider scheduling templates.
• Alerts appropriate staff to client needs, behavioral escalations, or emergency situations in the lobby or over the phone. Monitors access to 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 contact.
• 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 on repairs as needed.
• Sends faxes, and retrieves, logs, and distributes incoming faxes.
• Requests, receives, and maintains office supplies as needed.
• Assists with urinalysis tests as requested; print out lab results and routes to appropriate counselor; responsible for urinalysis requisitions.
• Participates in staff meetings as requested.
• Adapts to changes in safety protocols and procedures.
• Completes training as assigned.
• 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 patient registration and front office responsibilities in a healthcare setting required.
• 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.
• Skill in Crisis Prevention Intervention preferred
• 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.
• 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).

• 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; use hands to finger, handle, or feel; and communicate effectively. The employee occasionally is required to move throughout the facility; and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work is performed in a variety of settings including office/clinical, in community, and in-home 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. Evening and/or weekend work may be required in addition to a possible rotation of on-call duties. Tight time constraints and multiple demands are common.