Senior Executive Assistant (TM45669)

Position: Senior Executive Assistant

Department/Site: Colville Tribal Healthcare Authority/ Reservation Wide

Reports to/Evaluated by: Chief Financial Officer (CFO)

FLSA: Exempt

Salary Grade: 123

SUMMARY:

The Senior Executive Assistant provides high level administrative, organizational, operational, and specialized support to the Chief Financial Officer (CFO) of the Tribal Health Care Authority. This hybrid position requires flexibility to support the CFO across multiple clinical sites reservation wide, as well as at the administrative office. The Senior Executive Assistant will be expected to adapt to changing priorities and provide support whenever staff or leadership needs are greatest.

ESSENTIAL FUNCTIONS:

• Serving as the primary point of contact for the CFO and may include, managing communications, scheduling, and correspondence with internal staff, Tribal leadership, external partners and stakeholders.
• Performs ongoing administrative and secretarial support services of a complex and often confidential nature for senior management and/or a group of professionals.
• Preparing agendas, reports, presentations, and other documents in support of CFO initiatives, meetings and Tribal Health Care Authority operations. Maintains high level of attention to detail; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
• Prepares travel and training documents; conducts cost analysis to determine cost differences between different traveling methods; processes airline flight request and lodging arrangements in accordance with specifications; processes per diem requests, ensuring times processing and delivery of checks; develops final travel/training packet, including conference agenda, break down of expenses and other related material.
• Assisting in the planning and follow-up of executive and leadership meetings, ensuring action items are documented and completed.
• Creates and maintains records management system for department staff; identifies deficiencies in filing system and recommends implements solutions, files department correspondences, files requisitions and vouchers, maintains program personnel files, prepares and maintains contracting files.
• Plans, coordinates and implements special events and projects, distributes announcements for bids on meals and other services, collects bid solicitation for Request for Proposals, coordinates with different programs, agencies and entities, ensures availability of necessary equipment and other related material, processes payment of services and accounts for such transactions, attends various planning meetings executes other related directives issued by the CFO.
• Prepares a variety of general office support functions; receives and responds to incoming calls, takes messages or forwards to appropriate personnel, processes incoming and outgoing mail and maintains a log, maintains an inventory of office supplies and other as needed; processes requisitions and vouchers, composes memorandums and letters, schedules meetings, send fax correspondence.
• Receives and responds to public questions and complaints, receives requests and assists the public by providing information on tribal government operations and/or resources; determines the nature of the complaint and forwards to appropriate resource, conducts fact-finding investigation when circumstances warrant such action, recommends and implements solutions on findings, responds to inquiries and complaints, provides status of updates to CFO.
• Works with CFO to develop plans needed to carry out assigned activities and projects. Exercises independent judgment with regard to planning, organizing and scheduling work.
• Traveling between the Colville Tribal Health Care Authority’s clinics and administrative offices as needed to provide in person executive support to the CFO.
• Supports activities include timely collection and preparation of draft agendas; dissemination of meeting materials; coordination of meeting records, evaluations and follow-up reports, and board finance presentations.
• Schedules meetings (group and individual), travel, and outside commitments.
• Providing flexible, responsive support at any of the CTHCA’s clinic or offices as organizational needs arise.
• Exercises independent judgment and decision-making in handling incoming and outbound information and material.
• Complies and ensures compliance with applicable legislation, funding and organizational requirements, policies and procedures.
• Ensure confidential handling of sensitive team member information in line with data protection policies and laws.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Typically requires an AA degree and 5 years progressively responsible Executive Assistant, management, financial, and administrative work experience.
• HIPAA Certificate within initial 90 days of employment
• Ability to understand, speak, communicate and read the English language.
• Requires advanced knowledge of tribal and federal agencies’ contracting processes, purchasing, administrative processes, accounting principles and procedures as well as budget planning and maintenance experience.
• Requires the ability to exercise initiative and independently perform all of the duties of the position with minimal supervision to accomplish tasks in a timely manner. 
• Must be able to perform clerical and secretarial work with speed and accuracy.
• Ability
• Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
• Requires ability to utilize a multi-line telephone with good telephone etiquette.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Well-developed human relation skills to convey technical concepts to others.
• Ability to communicate technical information and to interact with a wide variety of groups and individuals inside and outside the organization.
• Ability to plan, organize, and prioritize work processes in a high-volume environment in order to meet schedules and timelines.
• Ability to analyze data from multiple information ports by comparing and contrasting data to draw a conclusion or to identify trends.
• Ability to communicate professionally in written, verbal, and non-verbal format while portraying a friendly tone, word choice, and body language.
• Ability to take initiative and be proactive in the duties of the position in order to meet mandated deadlines and to comply with goals and objectives.
• Valid Washington State Driver’s License is required and be insurable.

PHYSICAL REQUIREMENTS:

• Ability to sit and stand for long periods of time.
• Manual and finger dexterity to complete duties.
• Ability to frequently bend, stoop, and reach.
• Ability to push and pull frequently.
• Ability to comprehend complex issues.
• Sufficient visual acuity to write, recognize printed materials, computer screen, and notice non-verbal behavior.
• Speech and hearing ability to project voice to small and large audiences, carry on telephone conversations, hear and grasp verbal communications and equipment prompts.
• Ability to drive in adverse weather conditions.

Note: Pursuant to Tribal Policy, if this position is safety sensitive it is subject to pre-employment drug testing. In addition, this position is subject to reasonable suspicion and post-accident drug testing.

TRIBAL MEMBER AND INDIAN PREFERENCE WILL APPLY; PREFERENCE WILL ALSO BE GIVEN TO HONORABLY DISCHARGED VETERANS WHO ARE MINIMALLY QUALIFIED.

If required of this position, you must possess and maintain a valid Washington State driver’s license and be eligible for the Tribes’ Vehicle Insurance.  In addition, this position may be subject to pre-employment background clearances.  If applicable, these clearances must be maintained throughout employment.

INFORMATION: Terri Mail, HR Generalist, Colville Tribal Health Care Authority, Human Resources Office, P.O. Box 150, Nespelem, WA 99155, (509) 846.3774. terri.mail.ohc@colvilletribes.com

Salary : $30 - $41