Administrative Assistant

Division: Leech Lake Human Services

Reports to: Leech Lake Behavioral Health Administrative Manager

Worksite: Leech Lake Behavioral Health

LLBO Status: Non-Exempt

Safety Sensitive: Yes

License/Certification Requirements: Valid MN Driver's License, current insurance or be insurable.

Summary: Responsible for assisting in making appointments for all clients with the appropriate clinician, reminding them by letter the week of their appointment, arranging transportation when needed, and creating and maintaining all of the client files in a manner consistent with HIPAA (Health Insurance Portability and Accountability Act) and IHS Privacy and Security guidelines. Will upload referrals into the Leech Lake Behavioral Health (LLBH) E.H.R. and respond to all requests for client information from outside agencies in a timely manner. Will also support the LLBH Administrative Manager, Office Manager, and Clinical Director with administrative duties as asked and work as part of a team to carry out the responsibilities listed below.

Education Requirements and Experience:

High School Diploma or General Education Diploma (G.E.D.)

One year or more experience in general office administrative support required.

Experience in Microsoft Suite applications.

Experience in E.H.R platforms.

Experience and knowledge of Zoom and M Teams platform facilitation.

Additional Qualifications and Skills:

Familiar with Leech Lake Band of Ojibwe Human Services programs.

Must have knowledge and skills for using the computer, printers, scanner, copier, and fax machine to provide assistance to the LLBH program and staff.

Have or attain knowledge and understanding of computer software required by LLBH and the I.H.S. Hospital (as appropriate).

Good oral and written communication skills and customer service skills

Ability to work effectively with minimal supervision

Ability to deal with conflicting situations with a patient in a sensitive manner

Understanding and sensitivity to Native American cultures, lifestyles and values

Native American preference

Ability to pass a pre-employment drug test and criminal and social services background checks.

Supervisory Duties:

None.

Duties/Responsibilities:

Work collaboratively with the Leech Lake Behavioral Health staff.

Directly support the services and functional aspects of medication management providers in serving the community through LLBH and in partnership with I.H.S.

Assist LLBH medication management clients with medication refills and work with pharmacy to obtain their medications.

Maintain updated information on surrounding mental health service providers for community members seeking alternative mental health services.

Answer phone, schedule appointments, and remind clients of appointments in a timely manner.

Keep accurate, updated records, files and documentation for the release of information to other professionals.

Maintain client records through the Electronic Health Record (EHR) at LLBH and at Indian Health Services (as appropriate).

Submit adequate and timely reports to management upon request and when necessary.

Maintain a respectful working relationship with Leech Lake Reservation programs, IHS, and other area agencies.

Meet deadlines and prioritize workload.

Work effectively with minimal supervision.

Attend program activities outside of normal working hours as necessary.

Attend all mandatory meetings and trainings as required.

Support and maintain sensitivity to Native American culture, lifestyles and values.

Maintain high degree confidentiality and professional ethics at all times.

Adhere to all applicable data privacy laws.

All other related duties as assigned.

Use demographics and insurance information and authorization to enable the program to bill for mental health services provided from all alternate resources.

Verify third party recipient health cards and explain the program to clients.

Connect community members with LLBH Intake for supportive assistance as well as with MNSure Navigators (as appropriate).

Physical Requirements:

Sedentary work.

Ability to lift 20 pounds or more and use proper body mechanics.

Ability to work within an internal, non-smoking work environment.