Administrative Assistant/Prc Coordinator

SUMMARY

As direct administrative support, the position assists in the day-to-day organization of the activities for the Chief Financial Officer (CFO) and the Finance Team.

JOB DUTIES

• Serve as the primary point of contact for the organization for the following programs: Alaska Service Unit, Specialty /care, Purchase and Referred Care, and Travel Reimbursement Program.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Preparing reports, memos, invoices letters, and other documents.
• Position continually requires demonstrated poise, tact and diplomacy.
• Give administrative support by performing research, obtaining information, coordinating and transmitting the data, and checking the progress of projects.
• Work requires continual attention to detail in composing, typing and proofing materials.
• Answering phones and routing calls to the correct person or taking messages.
• Coordinate daily calendars and plan appointments and events.
• Establishing priorities and meeting deadlines.
• Performing office duties that include ordering supplies.
• Assist the CFO in the development of policies and procedures to fulfill compliance requirements.
• Maintain confidentiality of highly sensitive information
• Manages special projects as required. Compiles and analyzes data.
• Willing to become proficient in accounts receivable, accounts payable, credit card reconciliation, medical billing, and function as a “back-up” in these areas should the need arise.
• Oversee the Finance information on the intranet to ensure it reflects current and accurate information.
• Departmental mail distribution.
• Performs other duties as assigned.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

• Must follow HIPAA guidelines in handling patient information.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Must have knowledge of a variety of computer software (MS Outlook, Word, Excel, PowerPoint).
• Willing to engage in classes, refresher courses, or certificate programs to further education in relevant scopes of work, ie: Quickbooks and Excel.

•     Skill in customer service concepts and principles.

•     Skill in assessing and prioritizing multiple tasks and facilitating projects and work teams.

•     Skill in analytical, oral, and written communication as well as analysis and presentation.

•     Skill in developing departmental policies and procedures.

• Good math and data entry (typing) skills.
• Good telephone and patient relation skills.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent.
• Two or more years of proven experience as an executive assistant or other relevant administrative support experience.
• Prior Finance, Business, or Accounting background preferred.

PREFERRED QUALIFICATIONS

• 5 or more years of Executive Assistant experience
• Experience in the Alaska Tribal Health System.
• Associate degree or higher in a business-related field.

WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities. CRNA is a smoke-free and tobacco-free campus. May require local travel between compact services of CRNA, which may involve exposure to extreme weather conditions. Works in an environment where the protection of client confidentiality is essential. Personal Protective Equipment will be provided when and where needed.

SPECIFICATIONS

Supervision Received:

Work will be monitored through meetings, reports, and regular communication with the immediate supervisor. General guidelines for operations are based on program requirements, conditions of grant award(s), and the general policies and procedures of CRNA. 

Supervision Exercised:

The position will not exercise supervision.

Contacts:

Contacts include and not limited to volunteers, organizational staff, clients, and outside agencies.

CONDITIONS OF HIRE

• All employment at CRNA is “at will.” This means that the employee or CRNA may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• CRNA is a no-tolerance workplace. All employees must pass an initial and random drug and alcohol screening to be eligible for and maintain employment.
• CRNA has several positions that require a criminal background check for the safety of our clients. All employment offers in the “covered” classification are conditional until CRNA has received a Federal criminal background check verifying eligibility to work in these programs.
• First Aid/CPR certification must be obtained within 90 days of hire for required positions.
• As applicable by position and company policy, must meet standards for fitness for duty, immunizations, credentialing, and privileging.