POSITION TITLE: Program Assistant – Front Office
DEPARTMENT: Behavioral Health
LOCATION: Tukwila, WA (On-site)
REPORTS TO: Administrative Supervisor
FLSA STATUS: Nonexempt, full time
WAGE RANGE: $25.39 - $29.19 per hour DOE

Review Date: May 28, 2024

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

Position Summary:

Ensures the efficient and effective operations of the clinic’s front office; serves as a backup to all front office administrative positions. Operates multi-line telephone system to answer incoming calls and greets visitors; creates a welcoming environment and directs callers, clients, and visitors to appropriate personnel. Maintains professionalism in all interactions with internal and external customers. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, values of CIT and of the HHS department.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department.
• Checks in arriving clients for intake/assessment 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 client information as needed.
• Tracks patient flow and counselor group sizes.
• Creates, prepares and manages group rosters; maintains and updates rosters in system.
• Schedules and updates appointments as requested; places appointment reminder calls; migrates schedule to alternate counselors; prepares daily schedules for all clinical staff.
• Takes and delivers messages or transfers call to voice mail when personnel are unavailable.
• Retrieves messages from voicemail and forwards to appropriate personnel.
• 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.
• Develops, prepares and improves communications and outreach materials providing program information.
• Aids intake in creating and updating intake and annual update packets; helps to maintain a supply of prepared packets.
• Assists with urinalysis tests as requested; print out lab results and routes to appropriate counselor; responsible for urinalysis requisitions.
• Maintains phone system, fax machines, and other office equipment calling on repairs as needed.
• Sends fax, and retrieves, logs and distributes incoming faxes.
• Prepares and enters purchase orders.
• Assists with tablet distribution; serves as a point of contact for troubleshooting issues.
• Orders, receives, and maintains office supplies as needed.
• Creates and prints, memos, correspondence, reports, and other documents when necessary.
• Participates in staff meetings as needed.
• Adapts to changes in safety protocols and procedures.
• Completes Information Security System Awareness (ISSA) trainings as required.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPPA, 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 treating internal and external customers with tact, courtesy, and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• 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.
• 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).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education 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 talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Employee may be exposed to unpleasant odors, bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.

The Cowlitz Indian Tribe is an Equal Opportunity Employer, and a Drug & Alcohol-Free workplace.

Except as provided by Title 25 CFR, Section 472 which allows for Indian preference in hiring, the Cowlitz Indian Tribe does not discriminate on the basis of race, color, creed, age, sex, national origin, physical handicap, marital status, politics, or membership or non-membership in an employee organization.