Administrative Assistant

Seneca Nation Health System; Irving (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Seneca Nation Health System is seeking an administrative support professional to assist the supervisor and bridge staff with departmental processes. The role focuses on budgeting, record keeping, liaison work, and HIPAA compliance to ensure accurate, confidential operations.

Responsibilities include budget preparation, purchase orders, project coordination, and maintaining organized files while upholding SNHS values and trauma-informed care principles in day-to-day activities.

Qualifications

• High School Diploma or Equivalent.
• 2-year degree in Office Management/Business Administration or related field preferred.
• 3 years’ work experience in office management or related experience preferred.
• Experience in mental health facility, hospital, medical center, outpatient health care setting, or IHS/tribal health preferred.
• HIPAA and confidentiality familiarity.

Responsibilities

• Coordinates and expedites administrative functions for the department.
• Assists in preparation of budgets and reports; maintains budget books and monitors expenditures.
• Prepares purchase orders/check requests for approval through the department chain of command.
• Performs detailed work on assigned projects from beginning to end.
• Drafts correspondence for appropriate departmental signature.
• Maintains stock supplies and performs general medical office duties.
• Links new clients to the appropriate provider.
• Maintains and files documentation; follows department policies and procedures.

Skills

Office management

Problem solving

Customer service

Time management

Computer skills

Public speaking

Education

High School Diploma or Equivalent

2-year degree in Office Management/Business Administration

3 years’ work experience in office management

Job description

BASIC FUNCTION:

Provides administrative support to the attention of the supervisor. Assists in the development of departmental procedures, serves as liaison between staff and departmental chain of command. Performance objectives include planning, research, communication, project coordination, record keeping, inventory management and budgeting. Maintain all aspects of Protected Health Information (PHI) in accordance with SN Privacy Act and Confidentiality Agreement.

GENERAL RESPONSIBILITIES:

1. Coordinates and expedites administrative functions for the department.
2. Assists in preparation of budgets and reports; maintains budget books and monitors expenditures.
3. Prepares purchase orders/check requests for approval through the department chain of command.
4. Performs detailed work on assigned projects from beginning to end.
5. Drafts correspondence for appropriate departmental signature.
6. Performs related work to facilitate the administrative functions for the department.
7. Coordinates linkage between new clients to most appropriate provider.
8. Organizes and maintains various files.
9. Maintain policies and procedures for HIPAA, security standards, State and Federal laws and regulations.
10. Maintains stock supplies and performs general medical office duties. Responsible for all general maintenance, housekeeping, material stocking, and cleaning as needed in order to maintain a clean and sanitary workplace for the delivery of patient care.
11. Upholds and promotes the value and integrity of the Seneca Nation Health System’s mission statement. Will promote SNHS in a positive manner.
12. Provides care through a trauma-informed lens by incorporating key principles of both physical and psychological environment safety, trustworthiness and transparency, collaboration of decision-making during treatment plan developments, empowerment of patients by recognizing and building upon individual strengths, as well as recognizing and respecting the diversity of cultural backgrounds and sensitivity.
13. Participates and completes all mandatory staff meetings, trainings, and in-services.
14. Follows all policies and procedures of the department, SNHS, and Seneca Nation.
15. Prioritizes patients in crisis with urgent issues and expedites linkage to a provider as necessary within departmental procedures.
16. Serves as timekeeper for Dental staff and prepares timecards for submission to review on a weekly basis.

KNOWLEDGE, SKILLS, & ABILITIES:

• Thorough knowledge of principles and practices of office management of personnel practices and supervision.
• Ability to provide and recommend solutions to problems.
• Excellent customer service and interpersonal skills.
• Excellent organization and time management skills.
• Computer proficient in word processing and spreadsheet applications.
• Public speaking and etiquette skills.

QUALIFICATIONS:

• High School Diploma or Equivalent required.
• 2-year degree in Office Management/Business Administration or related field preferred.
• 3 years’ work experience in office management or related experience preferred.
• Experience working in a mental health facility, hospital, medical center, outpatient health care setting, or Indian Health Service (IHS)/tribal health, preferred.

Disclaimer:

The information in this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.