Administrative Support I/II/III (RS)

Full-Time, RegularIndividual Cont.

Anchorage, AK, US

 

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

 

Job Title: Administrative Support I/II/III

Department: Recovery Services

Reports To: Administrative Supervisor

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N3 (I) N4 (II) N5 (III)

Job Type: Regular, Full-Time

 

General Functions:

The Administrative Support is responsible for directing and coordinating the overall administrative support functions for Recovery Service continuum of care. The Administrative Support is also responsible for program data collection, such as GPRA and satisfactions and maintaining input to Alaska’s Automated Information Management System (AKAIMS) for ASAP, OCS and Drug Court requirements by retrieving information from collected documents and the Recovery Services Case Management System (RSCMS). This position will collaborate with Human Resources and Accounting on an administrative level.

 

Duties and Responsibilities, including but not limited to:

Tier I: 

·       Administers and conducts follow-up interviews, satisfaction surveys and exit interviews, following prescribed protocols to ensure proper tracking to all Recovery Services Programs and submit to Data Evaluation Team.

·       Coordinate and organize activities such as meetings, travel, conferences and all department activities, as directed by the Administrative Supervisor.

·       Prepare letters; edit documents, and other correspondence for mailings as requested. 

·       Drive to vendors to shop for supplies as needed. Anticipate all supply needs keeping Recovery Services fully stocked. 

·       Support all RS programs in administrative tasks throughout Recovery Services for multiple locations.IE. Maintain organization and cleanliness of front desk and surrounding offices.  Ensure house rules are being followed by participants, Model respectful, caring, calm demeanor in all interactions with participants and colleagues.

·       Responsible for all scans, labeling and uploaded documents to Scan Drive and the RSCMS and review that all documents are correct; documents are completed accurately prior to being uploaded to charts. 

·       Support front desk duties, at all RS locations, at time of need. 

·       Maintains a relationship with all partnering agencies and referral sources.

·       Monitor day to day program schedule in adherence to all recovery services programs, policies, procedures, the therapeutic communities, cultural competencies, and system of care while providing training needed to continue integrity of programs.

·       Monitor and control visitor access in accordance with RS policies, procedures, and regulations.

·       Maintain all meeting minutes and sign in sheets for bi weekly staff meetings, monthly all staff meetings, and any other requested minutes from supervisor.

·       Provides participants their self-administration of medication and adheres to policy and procedures to include weekly and monthly medication counts.

·       Other duties as needed and/or assigned.

 

 

Tier II

·       Consistently perform all duties/responsibilities of Administrative Support I with a high level of proficiency.

·       Accounting Liaison - completing check requests and assisting with coding, preparing travel per diems for all staff traveling, petty cash, preparing Expense Reports and handling all follow-up communication related to expenses for the RS Departments.

·       Completes all duties as the Legal Liaison that includes but not limited to - obtaining and releasing client information to external and internal agencies, in accordance with 42CFR, Part 2, and HIPAA, in collaboration with CITC’s Legal department and the Recovery Services Senior Director.

·       Enter and ensure AKAIMS requirements with ASAP, OCS and Drug Court reporting is inputted into AKAIMS, per established timeframes. 

·       Attend meetings as it pertains to job responsibilities.

·       Verifying all scanning, labeling and uploaded documents in RSCMS are correct; documents are completed accurately.

·       Daily support the Administrative Supervisor with completing internal and external documents; to include but not limited to, check request, invoices, scheduling, and special projects.

·       Support front desk duties, at all RS locations, at time of need. .

·       Support hiring process for all RS positions.

 

Tier III

·       Consistently perform all duties/responsibilities of Administrative Support I/II with a high level of proficiency.

·       Review and ensure all clinical electronic health record information is accurate and related to legal subpoena; assure all information meets 42 CFR, Part 2 and HIPAA regulations  

·       Oversees that the follow-up rate is maintained per Goals Grid and accordance to Grant regulations. 

·       Power User for AKAIMS (ASAP, OCS and Drug Court) reporting

·       Liaison between State AKAIMS and attend all AKAIMS meetings and trainings

·       Review and provide quality assurance to all AKAIMS entries

·       Provide initial and ongoing training for administrative support; to include but not limited to, AKAIMS entry and how to administer follow-up and satisfaction survey. 

·       Cross check that scanned, labeled and uploaded of documents are completed correctly and timely

·       Support Senior Director in the absence of the Administrative Supervisor. 

 

Internal / External Relations:

·       Participates as an active member of the administrative team.

·       Maintains a positive working relationship with CITC staff and personnel of other partnering organizations.

·       Maintains confidentiality at all times while displaying a professional disposition.

 

Job Specifications: 

·       Excellent public contact and telephone etiquette and professional presence.

·       Ability to work well  with others

·       Ability to work well in a multi-task environment.

·       Good organizational skills.

·       Ability to develop skills to prioritize workload.

·       Flexible and understanding of changing priorities.

·       Experience with PCs and standard office equipment.

·       Demonstrated ability to prioritize work and work-related responsibilities.

·       Demonstrated ability to work independently with minimal supervision.

·       Familiar with Word, Outlook and other Microsoft Office business software.

·       Good grammar, spelling, and vocabulary.

 

Minimum Qualifications:

·       High school diploma or GED.

·       (I) Minimum one (1) one year working in an Administrative support role. 

·       (II) Minimum two (2) years’ experience working in an Administrative support role. 

·       (III) Minimum three (3) years’ experience working in an Administrative support role,  Associate’s degree in Business Administration, or related field, a minimum one (1) year experience in data collection and entry, and a minimum one (1) year experience in interning into AKAIMS.

·       Valid Alaska driver’s license and be insurable under CITC’s automotive insurance.

·       Continued employment is contingent upon receipt of a satisfactory report from a state and federal background check. 

 

Additional Information:

Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.