Program Assistant - Housing Support

POSITION TITLE: Program Assistant – Housing Support

DEPARTMENT: HHS – Behavioral Health

LOCATION: Vancouver, WA

REPORTS TO: Administrative Supervisor

FLSA STATUS: Non-Exempt; Full-Time

WAGE RANGE: $24.00 - $27.60 per hour

CLOSING DATE: Open Until Filled (First Review 7.25.2025)

• If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***
  
  

Position Summary

Ensures the efficient and effective operations of the clinic’s front office and lobby. Serves as a backup to all front office administrative positions. Operates multi-line telephone system to answer incoming calls and greets visitors; creates a welcoming environment and directs callers, clients, and visitors to appropriate personnel. Maintains professionalism in all interactions with internal and external stakeholders. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe (CIT) the Cowlitz Indian Tribe Health and Human Services 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

• Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department. Processes messages and voicemails per program procedure.
• Assists clients with completing paperwork related to housing services.
• Opens and closes office according to established policies, procedures, and protocols.
• Maintains accurate client information in system; updates benefits, address, or other demographic information as needed.
• Completes and processes housing assistance documentation and forms.
• Processes purchase orders for housing services.
• Knowledge of eligibility requirements for CIT HHS services and programs.
• Schedules and updates appointments as requested; places appointment reminder calls; maintains scheduling templates.
• Monitors access to building by visitors and delivery persons, checking in arriving visitors and issuing a visitor identification badge, directing visitors to the appropriate locations for meetings or business contact.
• Receives, sorts, and routes mail, shipments, and packages.
• Creates and updates registration, annual update, and client forms packets; helps to maintain a supply of prepared materials.
• Maintains phone system, fax machines, and other office equipment calling on repairs as needed.
• Sends faxes, and retrieves, logs, and distributes incoming faxes.
• Requests, receives, and maintains office supplies as needed.
• Assists with coverage for other program assistant positions which may include but is not limited to front desk coverage, assisting with urinalysis tests as requested; printing lab results and routes to appropriate counselor; responsible for urinalysis requisitions.
• Maintains confidentiality and professionalism..
• Participates in staff meetings as requested.
• Adapts to changes in safety protocols and procedures.
• Completes trainings as required.
• Performs other duties as assigned.
  
  

Knowledge, Skills, And Abilities

• Knowledge of traditional form of government and tribal customs and traditions preferred.
• Knowledge of proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of block housing leases
• Knowledge of front office responsibilities in a healthcare setting required.
• Knowledge of policies and procedures related to HIPAA, 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 retrieving, reading, and entering data into an electronic health care system.
• Skill in interpersonal communication.
• Ability to maintain confidentiality.
• Ability to establish and maintain professional relationships and contribute to the creation of an inclusive environment.
• Ability to approach interactions with courtesy and respect.
• 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

• High School Diploma/GED.
• Three years’ administrative support experience in a medical, behavioral health, or comparable setting required.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Obtain and maintain BLS/CPR and AED certifications.
• Experience working within American Indian and/or Alaska Native communities preferred.
• 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.
• Personal and professional reference checks 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 communicate effectively. The employee occasionally is required to move throughout the facility; and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. 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 bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Overnight travel and/or evening and/or weekend work may occasionally be required. Tight time constraints and multiple demands are common.