Behavioral Health Administrative Assistant/Office Manager
Position Title: Behavioral Health Administrative Assistant/Office Manager
Location: Department of Behavioral Health
Reports to: Director of Behavioral Health
Opening Date: November 27, 2017
Closing Date: December 11, 2017
Any individual who receives an offer of employment or will receive a payroll check are required to submit to a drug and alcohol test as a condition of obtaining employment.
Mille Lacs Band Member/American Indian preference applies
The Behavioral Health Administrative Assistant/ Office Manager performs and oversees administrative and secretarial duties in support of the Department of Behavioral Health. The Behavioral Health Administrative Assistant/ Office Manager manages departmental budget, expenditures, and procurement. The Behavioral Health Administrative Assistant/ Office Manager manages quality assurance in data collection and compilation, grant management, and billable services for the department.
• Associates Degree in secretarial science or equivalent combination of training and experience is required.
• Bachelor Degree in Public Administration or related field is preferred.
• Three (3) or more years of secretarial experience, including experience with legal documents, word processing, client correspondence, and acting as a liaison for the organization to outside constituents is required.
• Ability to deal with highly confidential information.
• Three (3) years of experience developing and managing budgets, including grant management in a public, not for profit, or private agency is required.
• Ability to work independently with little or no supervision is required.
• Excellent interpersonal communication, organization, and management skills are required.
• Strong PC skills in a Windows environment, including Word, Outlook, Quickbooks, Excel, and office support software.
• Ability to operate office machines, including but not limited to photocopying machines, fax machines and dictation equipment.
• Ability to understand and follow directions and maintain accurate records.
• Capable of organizing events, meetings, and gatherings.
• Capable of creating detailed statistical reports.
• Knowledge and experience working with Native American communities, culture, customs and cultural law is required.
• Basic knowledge of chemical dependency and mental health is preferred.
• Must have a valid driver’s license, reliable transportation, proof of current insurance coverage, and be insurable under the Band’s Auto Insurance Policy.
• Must pass a background check.
• Must pass a pre-employment drug and alcohol test.
DUTIES AND RESPONSIBILITIES:
• Assist with all financial obligations of the department such as but not limited to payroll, provider and contractor payments, vouchers, program supplies, program incentives, trainings, travel, mileage, reimbursements, and all other payments necessary to effectively manage the department.
• Performs general office support responsibilities such as: answering phones, screening calls and taking messages; reviewing, sorting and distributing incoming mail; operating copiers and other office machines.
• Oversee the functions of data management, statistical analysis, and file management.
• Have access to and handle confidential materials.
• Schedule and arranges complex appointment calendars.
• Make meeting, travel and special events (e.g., lecture series, conferences, etc.) arrangements.
• Produce, compose and edit correspondence, manuscripts, minutes and other materials.
• Handle routine informational inquiries for Behavioral Health.
• Assists in preparation of department and grants budgets.
• Handles payroll spreadsheets on a weekly basis.
• Plans and organizes community meetings, family events, and trainings.
• Maintain an organized filing system, file and retrieve files as requested.
• Maintain Behavioral Health supplies; re-order as needed.
• Performs other related duties as assigned.
• Manage on-going quality assurance and quality control and meetings related to such.
• Ensure the department is in compliance with the tribe’s procurement and accounting practices.
• Manage aspects of the departmental budget pertaining to but not limited to, equipment, supplies, program activities, contracts, and travel. As well as, assist the Behavioral Health Director in overseeing other aspects of department and grant budgets.
• Oversee clerical functions related to office management, employee relations, and APB items.
• Manage and maintain the department fleet in accordance with Band and departmental policies and procedures.
• Assist the Behavioral Health Director and other duties as assigned.
• Nature of work is such that incumbent experiences infrequent periods of moderate to high stress levels due to current workload of clients and callers. Agitated or distressed callers/visitors may also be a source of stress.
• Work is primarily indoors in a controlled climate area.
• Moderate threat of personal danger or risk.
• Hours are typically 8-5, but possibly with some extra hours. May involve some evening or weekend work.
• Local travel is required, limited travel outside the state is also required.
Submit resume, cover letter, and employment application to:
Mille Lacs Band of Ojibwe
43408 Oodena Dr.
Onamia, MN 56359
Fax # (320) 532-7492
e-mail to email@example.com