Administrative Assistant - Quarters

Tuba City Regional Health Care Corporation; Arizona; On-site; USD 32,000 - 42,000; Full time

Job summary

Tuba City Regional Health Care Corporation seeks an Administrative Assistant to provide essential clerical support, timekeeping, and coordination for the Housing and Safety Departments. The role collaborates with the Housing Manager, Safety Officer, Finance, and other departments to achieve department goals.

Requirements include a High School diploma or GED, two years’ experience as an Administrative Assistant, and six months of computer experience with Excel, database management, and purchasing

Qualifications

• High School diploma or GED required.
• Two years’ experience as Administrative Assistant in a fast-paced office.
• Six months of computer experience with Excel, database management and purchasing/software.

Responsibilities

• Demonstrates pleasant, professional demeanor when greeting employees and visitors; answers inquiries and directs matters.
• Prepares and reviews correspondence, schedules, reports, and forms with accuracy.
• Prepares and maintains timesheets and work schedules; serves as department timekeeper.
• Coordinates travel for department staff and processes requisitions and invoices.
• Receives and reviews work requests for maintenance; assists in assigning work to staff.
• Maintains contracts with vendors and processes purchase orders; tracks supplies and equipment.
• Assists with MCN Policy Manager input and documentation for accreditation surveys.
• Ensures proper PPE use and safety procedures; adheres to fingerprint clearance and background checks.

Skills

Positive relationships

Ethical standards

Reliability

Budget management

Multitasking

Leadership & teamwork

Independent & organized

Interview performance

Background checks

Fingerprint clearance

Education

High School diploma or GED

Tools

Excel

Database management

Purchasing software

Job description

Navajo Preference Employment Act

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.

Overview

POSITION SUMMARY

This position provides administrative and general clerical office support that is essential to the operation of the Housing and Safety Departments. The incumbent works closely with the Housing Manager, Safety Officer, Finance, and other departments to accomplish the goals and objectives of the facility and serves as department timekeeper.

Qualifications

NECESSARY QUALIFICATIONS

Education:

High School diploma or GED

Experience:

• Must have two (2) years’ experience working as an Administrative Assistant in a fast-paced office environment
• Must have six (6) months of computer experience with excel spreadsheet, database management, and purchasing/materials management software.

Other Skills and Abilities:

• A record of satisfactory performance in all prior and current employment as substantiation by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
• Positive working relationships with others.
• Possession of high ethical standards and no history of complaints.
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Skilled with budget development and budget management.
• Ability to manage multiple priorities and deadlines.
• Ability to provide guidance, leadership, and teamwork with colleagues.
• Must be able to work independently and be highly motivated, organized, and efficient.
• Completion of above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job.
• Successful completion of and positive results from 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.
• 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, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.

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:

The work requires prolonged sitting, frequent walking, and occasional standing, bending, climbing, kneeling, crouching, twisting, reaching and carrying light items such as mail, books, papers, files. Must have ability to occasionally maintain balance. This position requires the ability of far vision, near vision, color vision, depth perception, seeing fine details, hearing normal speech, hearing overhead pages and prolonged use of telephone. Must be able to use a keyboard for a prolonged period of time, frequent simple grasping with hands and occasional firm grasping or manipulation of hands. Position entails frequently lifting to 24lbs, occasionally up to 100lbs, frequent pushing/pulling up to 24lbs and occasionally pushing/pulling over 100lbs.

Mental:

The incumbent performs a range of administrative, budget assistance and clerical support functions for the Quarters Department. Budget assistance involves identifying the type of transaction; compiling, cash counting and verifying costs; computing and adjustment account balances; and preparing budget expense reports. Must be able to concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation and demonstrate high degree of patience with also having the ability to occasionally manage altercations, adapt to shift work and work in areas that are close and crowded. Must have ability to frequently cope with high levels of stress, make decisions under high pressure, cope with anger, fear, hostility of others in a calm way, work alone, manage altercations, concentrate, handle a high degree of flexibility, handle multiple priorities in a stressful situation, demonstrate a high degree of patience, adapt to shift work, and work in close and crowded areas.

Environmental:

May be occasionally exposed to chemical agents, dust, fumes, gases, extremes in temperature or humidity, infectious diseases, hazardous or moving equipment or unprotected heights. May have prolonged exposure to loud noises.

Responsibilities

ESSENTIAL FUNCTIONS

1. Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors; answers questions in a knowledgeable manner and provides appropriate forms to meet the objective(s) of the inquiry. Receives incoming telephone calls and visitors, identifies nature of business, and determines appropriate course of action. Takes messages for staff in their absence or directs urgent matters to the most appropriate staff member.
2. Prepare, type, and review for accuracy a variety of correspondence including schedules, memos, reports, and technical documents, forms, meeting minutes, policies, and procedures. Drafts letters on routine matters for signature of supervisor or signs letters on routine requests for information after extracting information from the supply management records. Completes forms required for reports by the supervisor as necessary.
3. Prepares and maintains timesheets and work schedules for Housing staff. Serves as department timekeeper for direct hire staff, confirming timecards for accuracy and informs supervisor of discrepancies.
4. Makes certain necessary materials and equipment are assembled for Housing meetings, conferences, or other gatherings. Assures meeting minutes or reports are current and accurate.
5. Coordinates travel for department staff, including scheduling transportation, making lodging reservations, keeping in touch with staff en-route and preparing travel reports. Enters department requisitions, orders, and/or invoices into the procurement system for timely processing for Housing. Works closely with accounts payable and purchasing staff on resolving issues: invoices, requisitions, PO processing.
6. Receives and reviews of completeness of work requests for maintenance and repair of maintenance equipment. Determine if the data on the work request is routine, urgent and emergent. Assists the department supervisors in assigning the work to maintenance personnel with appropriate time frames.
7. Establishes and maintains contracts with vendors, works with the Procurement Department to create and initiate purchase orders for Quarters and Safety Department supplies and equipment, prepares invoices, and establishes new agreements in conjunction with the procurement requirements. Receives, unloads, and process incoming shipments and informs General Services of all supplies received. Maintain and updates a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and ensures follow-up on back orders including inventory of all received goods, supplies, contracts & services, and equipment to obtain as accurate count.
8. Assist Housing Manager in ordering / monitoring inventory supplies for the department. Coordinates/plans with Housing Manager in ordering supplies or equipment; develops and maintains statistics pertaining to Quarter’s equipment inventory and expectancy.
9. Compiles statistical and other data from reports or records, extracting data from documents and posting or tabulating same to work sheets or other office records. Assists in preparing reports on a regular basis, quarterly or as directed, which reflects spending on department accounts, current balances, outstanding requests, and incoming credit memos;
10. Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc. making sure process and timeframes are met. Create a supply order list (with catalog numbers) in Workplace ordering software for the department. Establish and maintain Vendor Files and department staff working files.
11. Will assist Quarters and Housing with MCN Policy Manager, inputting policies, routing for signatures.
12. Will assist with Hospital Accreditation Survey’s by the Joint Commission and assist with Documentation preparation.
13. 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.
14. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
15. 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.
16. Performs other duties as assigned.