Job Information
Ketchikan Indian Community Dental Administrative Assistant in Ketchikan, Alaska
General Information
Job Title: Dental Administrative Assistant
Date Posted: 05/31/2024
Location: Dental
Compensation and Hours
Minimum Salary: $21.22/Hour
Maximum Salary: $31.83/Hour
Type of Job: Full Time
Hours per Week: 40
Benefits: Health/Dental/Vision/401K
Anticipated Job Duration: Year Round
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Job Description
Indian Preference: Consistent with Public Law 93-638 and other federal laws recognizing the inherent right of the Tribe to exercise Indian Preference.
Purpose
Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.
Job Summary
Incumbent will provide direct and indirect administrative support to the Dental department. Assists with meeting preparation, record retention, travel arrangements, appointment / meeting schedule and responsible to ensure the efficiency of the unit while supporting a team working environment.
ESSENTIAL JOB FUNCTIONS
Prepare, proof and edit documents, correspondence, spreadsheets, and reports as directed ensuring accuracy and meeting all established deadlines. Serve as office lead to include responsibility for office supplies, office equipment maintenance, sort / direct mail, and maintain an accurate calendar.
Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and the completion of minutes.
Completes travel arrangements including air transport, car rental, lodging, workshop fee payment, and calculates per diem. Provides travel summary with per diem check one work day prior to departure.
Maintains historical reference material by designing a filing system, controlling correspondence and defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Complete monthly credit card reconciliation, creates purchase order requisitions as needed and codes invoices received for payment.
Public Relations
Welcomes and provides information to visitors, vendors, and tribal members either in person, phone, or social media.
Receives telephone calls for dental staff from patients and visitors. Screens call for nature of contact and respond to questions or direct the patient / visitor to the appropriate department or employee. Prioritizes all incoming calls and immediately refers the call to the appropriate personnel as needed
Attends and participates in appropriate administrative committee meetings. Teamwork's with other administrative staff in preparation, participation, and closure of public meetings.
KIC COMPETENCIES
Cultural Competency: To be respectful and responsive (https://www.samhsa.gov/capt/applying-strategic-prevention-framework/cultural-competence/cultural-competence-spf#be-respectful-and-responsive) to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum (https://www.samhsa.gov/capt/applying-strategic-prevention-framework/cultural-competence/cultural-competence-spf#cultural-competence-continuum) .
Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.
Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers, always talk and act with customers in mind; and recognize working colleagues as customers.
Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing
Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.
Knowledge, Skills, and Abilities
Knowledge of accounting, versed in office and reception protocols;
Knowledge and highly skilled in the use of Microsoft Office Suite.
Knowledge of the Health Insurance Portability and Accountability Act (HIPAA);
Skilled in office organization on minor to medium complexity tasks;
Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both patient and coworkers);
Skill to operate software programs;
Ability to communicate professionally over the telephone and in person in a positive and clear manner;
Ability to manage multiple tasks, including telephone, computer operations and in-person visits simultaneously;
Ability to take verbal instruction and complete assigned project by established deadline;
Ability to be flexible in order to perform at the highest level as a team player;
Ability to utilize maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress both mentally and/or physically (both patients and co-workers);
Ability to work independently with minimal supervision and able to prioritize assignments;
Ability to maintain confidentiality of all KIC operations and staff.
Physical Activities
Must be able to work in an office environment in a stationary position the majority of the work day.
This position needs to occasionally move about inside the office environment to access office equipment, attend face-to-face meetings on / off site as needed, zoom meetings, teleconference calls, videoconferencing, e-mail, and similar activities. Etc.Routinely lifting and carrying items and boxes up to ten (10) pounds.
Large portion of time will be spent in front of computer screen, researching and reviewing various documents for final disposition to internal / external customers. Writing by hand and using a personal computer. Traveling occasionally, to out-of-town meetings and functions.
Working Conditions
The environment involves the usual risks and stress of an office environment within a public service facility. The employee may be exposed to communicable diseases. Safety precautions for employees such as blood drawing for screening of various diseases such as hepatitis, required immunizations, etc. are necessary. The employee is occasionally subject to verbal abuse, threats, and physical violence from angry, hostile, or disgruntled patients and/or family members.
QUALIFICATIONS
Licensure
Possess current valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.
Education / Experience
High school diploma or equivalent required. Minimum two (2) years of college or business school or any combination of education, training, and experience that provides the knowledge, skills, and abilities required for this position.
Two (2) years' experience in administrative / clerical field. Motivation for professional and career advancement preferred.
Any combination of related education and/or related experience will be considered if the candidate possess the demonstrated ability.
Required Job Qualifications
Are you 18 or older?
Can you pass a drug test?
Do you have a pending charge or past conviction for DWI/DUI?
Do you have any pending charge(s) or past conviction(s) for possession of a controlled substance?
Has a driver's license, permit, or privilege ever been suspended or revoked?
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