POSITION TITLE: Support Staff Supervisor/Office Manager

DEPARTMENT: Health and Human Services (HHS) - Administration

REPORTS TO: Executive Assistant - HHS

FLSA STATUS: Nonexempt

SALARY RANGE: $28.62 - $40.07

Position Summary:

Serves as a point of contact for clinical front office support staff. Manages and coordinates the daily office activities performed by support staff to ensure tasks are completed in a timely and professional manner. 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.

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

Essential Duties & Responsibilities:

• Supervises all front office administrative support staff to include time and attendance; assists in preparing and conducting annual performance evaluations.
• Trains and supports staff in all areas appropriate to the functions related to their position.
• Plans, organizes, assigns and evaluates work assignments of front office support staff.
• Maintains schedules and ensures proper coverage of all areas related to the front office.
• Informs support staff of HHS and tribal operations policies and procedures.
• Addresses and resolves informal client complaints.
• Participates on the Quality Assurance and Quality Improvement Teams to include accreditation preparation.
• Develops and maintains Standard Operating Procedures for all areas related to front office functions and activities.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from HHS meetings.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Prepares materials for HHS meetings; contacts and confirms attendees; distributes information to appropriate personnel.
• Conducts research to resolve operational questions or issues; makes recommendations to enhance the efficiency of administrative operations.
• Attends HHS meetings and takes notes and minutes as requested documenting action items and decisions; informs department staff of any pertinent actions or decisions as requested.
• Collects data and develops reports as directed by collaborating with HHS, Accounting Department and other staff to gather data on performance metrics and financial information.
• Arranges travel, prepares and submits travel-related documents; maintains travel information as necessary.
• Prepares purchase and payment requisitions and other pertinent paperwork for processing payments; maintains financial records, invoices and other related items; provides information for auditing purposes.
• Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department.
• Maintains accurate client information in system; updates benefits, address or other client information as needed.
• Takes and delivers messages or transfers call to voicemail when personnel are unavailable; retrieves messages from voicemail and forwards to appropriate personnel.
• Receives, sorts, and routes mail, shipments and packages.
• Maintains phone system, fax machines, and other office equipment calling on repairs as needed.
• Orders, receives, and maintains office supplies as needed.
• Adapts to changes in safety protocols and procedures.
• 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:

• Associate degree in Business Administration or related field.
• Three years related administrative experience.
• A combination of relevant education and related work experience may be considered.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• 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 and clarity of vision at long distance.

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.