Office Assistant - IT (45858)

Under general supervision of the Director of IT (DIT), performs a variety of administrative and support clerical duties and tasks in support of the Information Technology department. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times.

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

Essential Duties & Responsibilities:

• Maintains regular attendance and punctuality.
• Schedules and organizes meetings, training, travel, and conferences.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Purchases, receives, and ships equipment and consumables for the IT Department.
• Answers Helpdesk phone calls and directs to the proper individual in a timely manner.
• Creates Helpdesk tickets as requested.
• Assist the Telecommunications team in provisioning and managing data and cellular phone plans for WIHCC.
• Sorts and distributes mail.
• Maintains IT inventory assets and supply.
• Request quotes for purchasing, sourcing for supply (vendors), and submit invoices for payment.
• Submit requisitions for purchase orders and track department budget.
• Acts as a liaison with other departments and outside agencies, including high-level staff.
• Handles confidential and non-routine information and explains policies when necessary.
• Provides assistance with planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Types and prepares various correspondences, reports, meeting minutes, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Prepares appropriate and accurate travel and training arrangements for IT staff members related to official business.
• Prepares documents for reimbursement of travel expenses.
• Backup as Switchboard Operator, as needed.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.

Minimum Qualifications:

High school diploma or GED and two year’s experience as an office assistant in an office environment required. Experience with computer software and office equipment.  Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable driver’s license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).

Knowledge, Skills, Ability

• Knowledge of strong work ethics in the workplace.
• Knowledge of basic application of confidentiality.
• Knowledge of duties and responsibilities of the position.
• Knowledge of basic computer troubleshooting skills.
• Knowledge of basic computer skills.
• Knowledge of Microsoft Professional Office applications, in addition to new applications/ software as acquired. 
• Ability to understand IT terminology and procedures.
• Ability to be dependable in attendance and job performance.
• Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
• Ability to accept and learn from feedback.
• Ability to communicate effectively both verbally and in writing.
• Ability to provide exemplary customer service at all times.
• Ability to interact positively with others and possess great interpersonal skills.
• Ability to multitask and perform well under pressure.
• Ability to have self-confidence.
• Ability to be a great team player.
• Ability to accept and learn from supervisor/peer critique.
• Ability to be flexible and adaptable to the changing needs of the organization.
• Ability to work under the pressure, multitask and meet constant deadlines while maintaining an attention to detail and accuracy. 

Physical Demands:

While performing the essential functions of this position, the employee is regularly required to walk, sit, use hands and fingers, handle, or feel objects and equipment, reach with hands and arms, and communicate effectively by talking and hearing. The employee frequently must stand, climb, balance, stoop, kneel, crouch, or crawl and may occasionally use taste or smell. The employee must occasionally lift and/or move objects weighing up to 50 pounds.

Work Environment:

Work is performed in an office setting or outdoor work environment with moderate noise levels. Work environment may involve exposure to physical risks, such as blood borne pathogens, hazardous chemicals, or operating potential dangerous equipment, and requires adherence to all safety protocols. Required work schedules may include evening, weekend, overnight shifts, extended hours, or irregular schedules as operational needs dictate.  

As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants.  If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.