Administrative Assistant

Indian Health Council; California (MO); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Life and disability insurance

Malpractice coverage

403B retirement

PTO and sick leave

14 paid holidays

Jury service pay

Bereavement leave

License reimbursement

Job summary

Indian Health Council is seeking an administrative assistant for the Dental Department in Valley Center, CA. The role requires strong clerical and scheduling skills to support patient flow and dental operations.

You will manage phones, filing, data entry, and meetings while ensuring accurate record-keeping and compliance with clinic policies. On-site schedule runs 7:30 AM–4:30 PM with day shifts; competitive benefits accompany the position.

Qualifications

• Knowledge of dental office practices for scheduling and information distribution.
• Strong time management and ability to multi-task in a busy clinic.
• Attention to detail and problem solving in administrative tasks.
• Ability to read, interpret, and apply clinic policies and procedures.
• Experience in data entry and report preparation.

Responsibilities

• Provide general administrative and clerical support to ensure efficient operation of the department.
• Answer phone calls and provide information requests about the department.
• Carry out tasks such as filing, typing, mailing, scanning, and copying.
• Maintain electronic and hard copy filing systems.
• Schedule and coordinate meetings; prepare agendas and record minutes.
• Maintain supply inventory and place expeditious orders as needed.
• Process and review invoices; assist with patient scheduling in systems.
• Support Care Coordinator as back-up when needed.

Skills

Dental office knowledge

Time management

Multi-tasking

Attention to detail

Report preparation

Relationship building

Policy interpretation

Education

High school diploma or GED

Associate degree preferred

Tools

Printers

Fax machines

Job description

Job Location: Indian Health Council-Rincon - Valley Center, CA 92082

Position Type: Full Time

Salary Range: $24.20 - $26.32 Hourly

Job Shift: Day 8:00-4:30

Job Category: Admin - Clerical

Since 1970, Indian Health Council, Inc. (IHC) has provided high-quality, compassionate healthcare and support services to the nine Federally recognized American Indian tribes in north San Diego County. With more than 200 employees serving 2 clinic sites, IHC is proud of the diversity of its staff as a reflection of the community it serves. The reward of working at IHC is more than a paycheck and excellent benefits; it is the impact and contribution to the Tribal community that employees value most. If you are passionate about improving the overall health and wellness of our tribal community, IHC is looking for people like you.

About Us

• Patient-Centered Care: Medical, Dental, Behavioral Health, Pharmacy, Social Services
• Research focused: Community Based Participatory grant-funded research programs; we are a Native American Research Center of Health (NARCH).
• Accredited as an ambulatory health care center by AAAHC

Our Philosophy

At IHC, we believe in empowering our patients with knowledge to achieve their healthcare goals. We strive to treat the whole person using a multifaceted approach to include physical, mental, emotional, and spiritual aspects of health and wellbeing.

Our Benefits

• PPO medical, dental, and vision insurance with low employee contribution;
• company-paid life and disability insurance;
• malpractice coverage for providers;
• 403B retirement with company matching;
• generous PTO and Sick time;
• 14 paid holidays;
• paid jury service;
• paid bereavement leave;
• reimbursement for professional license(s), and certifications such as CPR and continuing education units. Our facility also qualifies as a high-need area for provider CA State and Federal Loan Repayment Programs.

Reports To: Dental Director

FLSA Status: Non-Exempt

Position Function: Non-Clinical

Classification: Regular, Full-time

Schedule: Monday – Friday

7:30AM - 4:00PM OR 8:00AM - 4:30PM

Location: Onsite

SUMMARY

Performs administrative and office support activities for the Dental Department. Provides information to patients and employees, coordinates the dental staff schedule, scheduling meetings and word processing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide general administrative and clerical support to ensure efficient operation of the department.
2. Answer phone calls and provide and respond to general information requests about the department.
3. Carry out administrative duties such as filing, typing, mailing, scanning, faxing, and copying to the department.
4. Maintain electronic and hard copy filing systems.
5. Ability to prioritize projects, resolve problems, conduct research, and pay attention to details.
6. Open, sort, and distribute incoming mail and correspondence to appropriate employees within the designated department. Locate and attach patient file to correspondence as necessary.
7. Perform data entry and compile, type and prepare reports.
8. Prepare and modify documents including correspondence, drafts, memos, and emails.
9. Schedule, coordinate, and arrange meetings, prepare agendas, reserve conference rooms, and record and transcribe minutes of meetings.Ensure operation of equipment by completing preventive maintenance requirements, submitting work orders, maintaining equipment inventories, and evaluating new equipment and techniques.
10. Maintain supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
11. Contribute to team effort by accomplishing related results as needed.
12. Coordinate the scheduling and administration of provider peer reviews in accordance with the established policy.
13. Distribute, monitor and reconcile petty cash for the department.
14. Coordinate, liaise, and assist the marketing department with marketing campaigns and the health promotions department with outreach and promotion activities.
15. Assist dental employees with paperwork for CE courses, training, and travel. Keep a current CEU and training log for all department employees.
16. Coordinate and set-up dental provider schedules within the designated scheduling system(s) and update as necessary based upon approved time-off requests.
17. Coordinate patient schedule within the designated patient scheduling system. Assist with patient reschedules as necessary.
18. Schedule trainings, in-services, and drills for dental department, including annual OSHA training.
19. Process and review dental lab invoices. Scan lab slips into patient charts.
20. Responsible for new employee and temporary employee paperwork, including scheduling department orientations.
21. Maintain current logs for all department requirements.
22. Oversee staff uniform sizing, count, replacement, turnover, and repair as needed.
23. Serve as back-up to Care Coordinator position as needed.
24. Position may be re-assigned during activation of EOP.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

TRAVEL & DRIVING REQUIREMENTS

• Travel is not required for this position.
• Driving is not required for this position.

EDUCATION AND/OR EXPERIENCE

• High school diploma or GED required.
• Associate degree preferred.
• Minimum of one-year administrative experience, preferably in a dental practice.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of dental office practices to include scheduling, meeting coordination, distribution of information.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Excellent time management skills and the ability to multi-task and prioritize work.
• Attention to detail and problem solving skills.
• Strong organization and planning skills.
• Skilled in research methods and procedures sufficient to compile data and prepare reports.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to read, interpret and apply clinic policies and procedures.

CERTIFICATES, LICENSES, MEMBERSHIPS AND REGULATIONS

• Current AED CPR certification or attainment within 6 months of hire.
• Applicants must successfully pass a pre-employment physical exam, tuberculin skin test or x-ray and urine drug screen test.
• Health must be adequate to perform all duties of the position.
• Must pass criminal background check.

WORK ENVIRONMENT

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job position. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

CUSTOMER RELATIONS

1. Respond promptly and with caring actions to patients and employees.
2. Maintain professional working relationships with all levels of staff, patients, and the public.
3. Be part of a team and cooperate in accomplishing department/organizational goals and objectives.

QUALITY MANAGEMENT

1. Display knowledge of normal signs of human development and ability to assess and provide age-appropriate care.
2. Contribute to the success of the organization by participating in quality improvement activities.

SAFETY

1. Maintain current knowledge of policies and procedures as they relate to safe work practices.
2. Follow all safety procedures and report unsafe conditions.
3. Use appropriate body mechanics to ensure an injury free environment.
4. Follow all infection control procedures including blood-borne pathogen protocols.

HIPAA/COMPLIANCE

1. Maintain privacy of all patient, employee, and volunteer information. Access such information only on a need-to-know basis and for business purposes only.
2. Comply with all regulations regarding corporate integrity and security obligations.
3. Report unethical, fraudulent, or unlawful behavior or activity.

Indian Preference shall be given in accordance with IHC’s Policies and Procedures.