POSITION SUMMARY
This is a Temporary Position.
This position provides clerical for the Human Resources department. Primary duties are; maintaining the file room to ensure timely filing, record retention, organization, and file security; processing personnel actions, research of previous personnel actions, clerical duties (i.e. receiving telephone inquiries and customers), preparing presentations and reports using Microsoft Office programs, such as Excel and PowerPoint, and entering data into an informational system. Additional duties include: preparing meeting minutes, scheduling meetings, data entry within the Employee Health database filing system, and provided support to the Human Resources department staff and others as needed or directed.
ESSENTIAL FUNCTIONS:
- Maintains files for HR sections; employee personnel, employee benefits, and employee health. Ensures timely filing and record retention. Follows library check out system for files and follows security measures to maintain confidentiality.
- Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors. Provides assistance to employees and visitors by answering questions in a knowledgeable manner and providing appropriate forms to meet the objective(s) of the inquiry.
- Assists in answering multi-line phone calls, takes accurate messages, and routes calls and messages to appropriate staff member.
- Assists in providing clerical support to HR staff by maintaining meeting calendars, scheduling meetings and appointments, typing correspondence, preparing travel arrangements, preparing files, providing temporary staff coverage, and completing projects.
- Assists in processing new or transferring employees by administering drug tests, issuing identification badges, processing finger printing, verifying and designating building (ID badge) access as directed by employees’ immediate supervisor, processing personnel action forms, guides employees in appropriately completing forms.
- Performs research efforts and prepares PowerPoint presentations through the direction of the Chief Human Resources Officer and/or HR department employees.
- Assists in entering department requisitions, orders, and/or invoices into the procurement system for timely processing.
- Prepares Excel spreadsheets to track and maintain various human resource data.
- Prepares reports and enters data through various informational software systems.
- Assists in preparing new hire paperwork including I-9, benefits summary, payroll packet, drug test, health screening forms and other applicable documents.
- Must be comfortable interacting with and potentially influencing many levels of management both within the organization and with outside customers.
- Must be able to comply with all TCRHCC hospital policies and procedures.
- Other duties as assigned.
PROBLEM SOLVING
The documents, format, specific processing functions involved require a varying number and sequence of steps and use of different functions from one assignment to another. In deciding how to proceed, the incumbent must recognize differences in existing procedures and applications and make choices from among established alternatives. The processing procedures required to complete assignments are varied and numerous.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
Work is mostly sedentary, but demands some standing, walking and bending. The work may require the ability to carry items such as books, papers, and related documents or files. Must be able to lift up to 20 pounds.
Mental:
Must be able to prioritize and use good judgment; and be able to coordinate a variety of issues with intermittent interruptions.
IMPACT
The incumbent will have a significant positive impact on relationships with staff and management and with potential employees of TCRHCC. TCRHCC’s ability to provide excellent patient care will be influenced by ensuring that the best possible candidates are brought into the workforce in the least possible time.
NAVAJO/INDIAN PREFERENCE
TCRHCC is located within the Navajo Nation and, in accordance with Navajo Nation law, has implemented a Navajo/Indian Preference in Employment Policy. Pursuant to this Policy, applicants who are enrolled members of the Navajo Nation and who meet the necessary qualifications for this position will be given preference in hiring and employment for this position and applicants who are enrolled members of any other tribe who meet the necessary qualifications will be given secondary preference.
APPLICATION DECLARATION
In performance of their respective tasks and duties, all employees at TCRHCC are expected to conform to the following:
- Adhere to all professional and ethical behavior standards of the healthcare industry.
- Interact in an honest, trustworthy and dependable manner with patients, employees and vendors.
- Possess cultural awareness and sensitivity.
All employees must uphold all principles of confidentiality and patient care to the fullest extent. This position has access to sensitive information and a breach of these principles may be grounds for immediate termination.
I have read the qualifications and requirements for the position of Office Assistant. To the best of my knowledge, I believe I can perform these duties.
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NECESSARY QUALIFICATIONS
Education:
High School graduate or GED equivalent
Experience:
One (1) year working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple assignments/projects, completing tasks and demands while meeting deadlines
Other Skills and Abilities:
A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
- Positive working relationships with others; works effectively in team relationships
- Possession of high ethical standards and no history of complaints
- Reliable and dependable; reports to work as scheduled without excessive absences
- Strong organizational skills
- Ability to operate under immense pressure
- Exceptional verbal and written communication skills
PREFERRED QUALIFICATIONS
Education:
Associates Degree in Business or other related field
Preferred Experience:
Two (2) years working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple, competing tasks and demands while meeting deadlines; prior experience in a healthcare setting
Other Preferred Skills and Abilities:
A high level of organizational skills to be able to organize files, office and mail.
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