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Administrative Assistant

Administrative Assistant

Any individual who receives an offer of employment or will receive a payroll check are required to submit to a drug and alcohol test as a condition of obtaining employment.
Mille Lacs Band Member/American Indian preference applies

SUMMARY:
The Administrative Assistant is responsible to perform administrative and secretarial duties in support of the Circle of Health Director and staff. Also, responsible to maintains current and archival paper and electronic filing system for Circle of Health. Comply with Data Privacy, HIPAA, ISAA and all other federal record retention / safekeeping requirements.

QUALIFICATIONS:
Required
• High School Diploma and/or GED.
• Minimum of two (2) year secretarial experience.
• Excellent organizational skills.
• Ability to deal with confidential data.
• Strong PC skills in a Windows environment, including Word and spreadsheet applications.
• Ability to understand and follow written and verbal directions.
• Capable of maintaining accurate records.

Desired
• Associates degree in secretarial science or equivalent combination of training and experience.
• Knowledge of basic computer software in a Windows environment, particularly software used to track and record location and status of records.
• Familiarity with methods used to store, retrieve, and duplicate records stored on paper and/or electronic storage systems.
• Five (5) or more years with secretarial experience, including experience in word processing, making travel and meeting arrangements, and acting as a liaison for the organization to outside constituents.
• Must have a current valid driver’s license.
• Must be insurable under the Mille Lacs Band Drivers Insurance policy.
• Must pass a background check.
• Must pass a pre-employment drug and alcohol test.

DUTIES AND RESPONSIBILITIES:
• Prepares and organizes data for filing by compiling and sorting documents; determines best filing mechanism according to established procedures; establishes work priorities.
• Stores information by preparing folders/labels; rearranges materials for space allotment; filing information in designated areas.
• Provides information by locating files; searching files for misplaced items; and retrieving files.
• Duplicates files by following procedures for requests; manages and operates copy machines.
• Maintains a storage/retention management system for all Circle of Health files.
• Has access to and handles confidential materials.
• Responsible for maintaining and scheduling complex appointment calendars.
• Makes meeting, travel and special events (e.g., lecture series, conferences, etc.) arrangements.
• Produces, composes and edits correspondence, and staff meeting minutes and other materials.
• Performs general office support responsibilities; such as, answering phones, screening calls and taking messages; reviewing, sorting and distributing incoming mail; operating copiers and other office machines.
• Responds to Band members inquiries regarding the Circle of Health program.
• Processes and monitors check requests to the Office of Management and Budget.
• Processes and monitors all contracts.
• Processes requisition supply orders for office supplies.
• Assists Claims Processor’s with denials or other mailings.
• Performs other related duties as assigned.

WORKING CONDITIONS:
• Nature of work is such that incumbent experiences infrequent periods of modest stress levels due to workload.
• Work is almost exclusively in doors in a controlled climate area.
• Little threat of personal danger or risk.
• Hours are typically 8-5, but possibly with some extra hours. May involve some evening or weekend work.
• Local Travel is required.

Submit resume, cover letter, and employment application to:

43408 Oodena Drive
Onamia, MN 56359

Fax: 320-532-7492
Email: hr@millelacsband.com
Posted