Administrative Support Assistant at Ho-Chunk, Inc. in Santa Fe, NM

Summary

SUMMARY

Flatwater, Inc. (FWI) is seeking four (4) Administrative Support Assistants to support the Indian Health Service (IHS), Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC). These positions provide a blend of patient-facing administrative support and back-office office administration, helping maintain smooth daily operations across multiple workstations and departments. The Administrative Support Assistants will support the Administration Office, Finance Department, Front Desk, and Greeter stations, performing duties such as greeting patients and visitors, answering and routing phone calls, managing correspondence and records, maintaining files, scheduling and coordinating meetings, and providing calendar support to leadership.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Correspondence Management: Receives, routes, and tracks incoming and outgoing materials, including controlled or routine correspondence, reports, and memoranda.
• Office Automation: Prepares documents such as forms and reports using office automation; this includes creating technical material, graphs, and charts, and entering data into established tracking systems.
• Scheduling and Coordination: Manages appointment and meeting schedules for the Director and senior staff, coordinates conference room bookings, attends meetings, and prepares minutes.
• Visitor and Caller Assistance: Serves as the first point of contact for visitors and callers, responding to general inquiries and resolving procedural questions.
• General Administration: Performs tasks such as purchasing supplies according to guidelines, maintaining filing systems, and assisting with staff travel documents.
• Personnel Support: Coordinates orientation for new staff and contractors, tracks required training, and assists with the preparation of travel requests and vouchers for new employees.
• Security Processing: Responsible for taking fingerprints and ensuring investigation documents are completed and forwarded for background checks.
• Timekeeping: Performs timekeeping duties using the ITAS system for the health center.

SKILLS AND QUALIFICATIONS

• Candidates must demonstrate proficiency in Microsoft Word, Excel, and Teams.
• Required skills include database and file management
• Basic financial literacy
• Event coordination
• Logistics management.
• The role also requires the ability to work effectively with multicultural patients and interpreters.
• Additionally, the services of a qualified typist are required for office automation duties.

EDUCATION & EXPERIENCE

• The position requires a High School Diploma or GED, with proof provided prior to assignment.
• Provide documentation detailing at least five years of experience in the placement or performance of Administrative Support Assistants for projects of similar size and scope.

SUPERVISORY RESPONSIBILITY

No supervisory responsibilities are assigned to this position.

WORK ENVIRONMENT

• The primary duty station is the Santa Fe Indian Health Center: 1700 Cerrillos Road, Santa Fe, NM 87505.
• However, staff may be required to rotate to three outlying satellite clinics as needed
  • Cochiti Indian Health Center: 270 Windmill Road, Cochiti Lake, NM 87083
  • San Felipe Indian Health Center: 4 Cedar Road, San Felipe Pueblo, NM 87001
  • Santa Clara Indian Health Center: 400 State Road 30 (Los Alamos Hwy), Española, NM 87532

PHYSICAL DEMANDS

The role involves standard office tasks such as typing, receiving visitors, and potentially operating government-owned vehicles.

ROLE and LOCATION SPECIFIC FUNCTIONS

Staff must wear a government-issued identification badge at all times during performance of duty. They are also required to manage all patient information in strict accordance with HIPAA standards, the Privacy Act, and specific IHS protocols.

POSITION TYPE/EXPECTED HOURS OF WORK

• The standard work shift is 8:00 am to 5:00 pm, Monday through Friday.
• The schedule includes two 15-minute personal breaks and a one-hour unpaid lunch break.
• Overtime is not authorized.

TRAVEL REQUIREMENTS

Contractors may be required to rotate between the primary facility and satellite clinics. Additionally, personnel must possess a valid driver’s license as they may be required to operate Government-Owned (GSA) vehicles.

CLEARANCE/LICENSE REQUIREMENTS

• Background Investigation: Personnel must undergo a successful criminal history background investigation and character investigation as required by Public Law 101-360.
• Fingerprinting: Successful completion of fingerprinting is required prior to starting services.
• Health Requirements: Must provide documentation of immunity or vaccination for Measles, Mumps, Rubella, Hepatitis B, Varicella, Influenza, and Pertussis. A TB test within the last 12 months is also required.
• Mandatory Training: Must complete training in Protecting Children from Sexual Abuse, Trauma-Informed Care, and Information System Security Awareness (ISSA).

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice

OUR VALUES:

Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence

AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Note: This position is being posted in anticipation of award of a federal contract. Employment is contingent upon Flatwater Group being awarded the contract and meeting all requirements set forth by the contracting agency. Candidates are encouraged to apply and may be contacted for further evaluation as part of the proposal process.