Job Description

COOK INLET TRIBAL COUNCIL, INC.JOB DESCRIPTIONJob Title: Administrative Support I/II/III, RSDepartment: Recovery ServicesReports To: Administrative SupervisorSupervises: NoneFLSA Status: Non-ExemptPay Grade: N2 (I), N3 (II), N4 (III)Job Type: Full-Time, RegularAKBCU: Yes ICPA: NoGeneral 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\xe2\x80\x99s 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:Administrative Support, I:

• Administer and conduct 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.
• Maintain 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.
• Provide 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.

Administrative Support, 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.
• Complete 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\xe2\x80\x99s 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.
• Verify 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.

Administrative Support, 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
• Oversee 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:

• Participate as an active member of the administrative team.
• Maintain a positive working relationship with CITC staff and personnel of other partnering organizations.
• Maintain confidentiality at all times while displaying a professional disposition.

Job Responsibilities Related to Participant Privacy

• Employee is expected to actively participate in CITC privacy training and to protect the privacy of participant information in accordance with CITC\'s privacy policies, procedures and practices, as required by federal and state law. Failure to comply with CITC\'s policies and procedures on participant privacy may result in disciplinary action up to and including termination of employment.
• Employee may access protected health information and other participant information only to the extent necessary to complete job duties. Employee may only share such information on a need to know basis with others who have job responsibilities related to treatment, payment, or other CITC operations.
• Employee is encouraged and expected to report, without the threat of retaliation, any concerns regarding CITC\'s policies and procedures on participant privacy and any observed practices in violation of the policy to the designated Privacy Officer.

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 Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication SkillsMinimum Qualifications:Administrative Support I:

• High school diploma or GED.

Administrative Support II:

• High school diploma or GED.
• Two (2) years\xe2\x80\x99 experience working in an Administrative support role.

Administrative Support III:

• Associate\xe2\x80\x99s degree in Business Administration, or related field. Relevant experience may substitute for the educational requirement on a year-for-year basis.
• Three (3) years of experience working in an Administrative support role.
• One (1) year experience in data collection and entry.
• One (1) year experience in entering into AKAIMS.

Minimum Qualifications for all Job Levels:

• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check.

Preferred Qualifications:All levels:

• Valid Alaska driver\xe2\x80\x99s license and insurable under CITC\xe2\x80\x99s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver\xe2\x80\x99s license for at least three years.

DisclaimerThe information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

Cook Inlet Tribal Council