What are the responsibilities and job description for the Administrative Window Coordinator II position at Confederated Tribes and Bands of the Yakama Nation?
Announcement #
2023-432
Issue Date:
11-28-23
Closing Date:
12-04-23
Administrative Window Coordinator II
Purchased Referred Care
Department of Tribal Health
Hourly Wage: $20.10/Regular/Full-Time
As an Administrative Coordinator, this position will be the first point of contact for visitors and clients, responsible for creating a positive and professional impression of the organization. This position will play a vital role in supporting the day-to-day administrative functions of the organization. Your responsibilities will encompass a range of tasks, from coordinating office activities to providing support to the Program Manager. Strong organizational and communication skills are key to success in this role.
Examples of Work Performed:
Greet and welcome visitors with a warm and friendly demeanor.
Answer and direct incoming calls to the appropriate personnel.
Provide information to visitors and assist with inquiries.
Notify employees of visitor arrivals.
Assist Administrative Manager with scheduling appointments and maintaining calendars.
Process all incoming and outgoing mail and packages.
Communicate effectively with internal staff and external parties.
Relay important messages and announcements to the Administrative Manager.
Monitor and replenish office supplies.
Coordinate with maintenance for office repairs and upkeep.
Assist the Administrative Manager in managing contact databases.
Schedule and coordinate meetings, conferences, and special events as directed by the Administrative Manager.
Arrange logistics, including venue bookings, catering, and audiovisual setup as directed by the Administrative Manager.
Maintain and organize physical and electronic files and records as directed by the Administrative Manager.
Prepare and edit documents, reports, and presentations as directed by the Administrative Manager.
Manage incoming and outgoing communications, including emails and phone calls.
Assist Administrative Manager with administrative tasks, including data entry and research.
Other duties as assigned by the Administrative Manager.
Knowledge, Skills and Abilities:
Proven experience as a receptionist or administrative coordination in a similar role.
Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook).
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Detail-oriented with a focus on accuracy and efficiency.
Proactive and able to anticipate organizational needs.
Ability to handle confidential information with discretion.
Punctual and reliable.
Ability to handle stressful situations with calmness and composure.
Strong interpersonal skills and a friendly demeanor.
Knowledge of Health Services management and HIPAA.
Ability to work under stress relative to maintaining timeframes and meeting deadlines.
Ability to remain flexible to change in assignments or situations, priorities, and handle frequent interruptions.
Knowledge, skills, and ability of maintaining filing systems.
Ability to cross-train constituents of records maintenance.
Minimum Requirements:
High school diploma or equivalent; additional certification in office management is a plus.
Must pass a pre-employment background check.
Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.
Required to pass a pre-employment drug test.
Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.
