PROGRAM ASSISTANT

Fairbanks Native Association; Fairbanks (AK); On-site; USD 40,000 - 50,000; Full time

Job summary

Fairbanks Native Association is seeking an administrative assistant to support Behavioral Health Services and grant-funded programs in Fairbanks, AK. The role includes clerical tasks, data entry, and preparing reports to ensure smooth office operations.

The position requires strong organizational skills, experience with Word/Excel, and the ability to handle multiple priorities while maintaining accuracy and confidentiality.

Qualifications

• High school diploma or GED required.
• Minimum 3 years of diverse administrative duties experience.
• Experience with Word and Excel.

Responsibilities

• Answer telephone calls professionally and route messages as needed.
• Greet visitors and determine purpose of visit.
• Input data, prepare reports, and maintain tracking systems.
• Prepare quarterly database reports and email to stakeholders.
• Conduct client screenings and assist with background checks.
• Prepare court-related paperwork and respond to subpoenas as needed.
• Provide clerical support for Behavioral Health Services and grant-funded programs.
• Maintain client files and assist with program documentation and MIS reporting.

Skills

Microsoft Word

Microsoft Excel

Data entry

Organizational skills

Time management

Customer service

Cross-cultural communication

Independent work

Education

High school diploma/GED

Associate’s degree in Office Management and Technology

Tools

Microsoft Word

Microsoft Excel

Job description

This position assists staff with administrative duties and oversees general office flow, performing both clerical as well as non-clericalduties in support of all Behavioral Health Servies and grant-funded programs.

JOB DUTIES

• Answers telephone calls in a professional and positive manner. Directs calls to appropriately, taking messages as needed. Answers questions regarding general information about the program.
• Greets visitors in a professional and positive manner, determines the purpose of the visit, and directs them to the appropriate staff member.
• Inputs data, prepares reports, and maintains tracking system using various information.
• Prepares quarterly reports for the database and communicates by email to the appropriate people.
• Completes daily tickler reports for the database which includes faxing notifications, status reports, and completion letters to treatment agencies and outlying courts.
• Conducts client screenings and requests APSINs for new clients from Anchorage ASAP for background checks.
• Prepares completion paperwork for the Courts, District Attorney’s Office, and DMV.
• Performs light housekeeping duties and maintains the office.
• Provides case management/file documentation in accordance with established standards, and submits reports (i.e., required for MIS reporting, client billing, etc.) and other data in an accurate and timely manner.
• Attends monthly adjudication/status hearings. Respond to and attend court ordered subpoenas as needed.
• Provides general clerical support for all Behavioral Health Services and grant-funded programs. which includes sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.
• Composes letters, memos, and other correspondence for program staff, as needed.
• Maintains client files or current documents, forms, and other material pertinent to program administration.
• Assists supervisor in tracking and monitoring program soft ledger.
• Assists supervisor with proposal and program development as well as grand budget management. Compiles and types statistical reports as requested.
• Perform other job-related duties as assigned.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITY

• Ability to report to work on time and maintain consistent, reliable attendance.
• Knowledge of customer service concepts and practices.
• Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.
• Skill in operating personal computers utilizing a variety of computer software.
• Strong organizational and time management skills, with high attention to detail and accuracy in all work product.
• Skill in managing multiple priorities, complex workflows, and tasks concurrently while consistently meeting deadlines.
• Skill in oral and written communication, with the ability to accurately follow written and verbal instructions.
• Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.
• Ability to work independently as well as within team structures.

MINIMUM QUALIFICATIONS (Education & Experience)

• High school diploma/GED
• Minimum of three (3) years of work experience performing diverse administrative duties.
• Experience in Microsoft Word and Excel programs.
• A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.

PREFERRED QUALIFICATIONS (Education & Experience)

• Associate’s degree in Office Management and Technology or related field.
• Knowledge of court and legal procedures that deal with alcohol and drug convictions.