The primary duties of the position shall include, but are not limited to the following:

 TELEPHONE SERVICES: Answers main incoming telephone lines, evaluates callers’ requests and/or evaluates described problem or situation and refers to appropriate staff, office or clinic following established program guidelines. Routes emergency instruction as necessary, receives and responds according to established procedure regarding incoming telephone threats. Operates an in-house paging system, which may utilize call code. Maintains current listing of office and individual telephone extensions, maintains current listing of individually assigned pagers and providers. Periodically reviews pager listing with answering services at all locations. Maintains awareness of alternate or message extension numbers and keeps supervisor advised of any difficulties in contacting staff or services. May take messages and will assure that messages are delivered by Security in a timely manner. Maintains community directory listings. Answers routine questions regarding location and/or hours of clinic and office operation. Orders and distributes telephone directories for all locations. Maintains telephone repair log. Prepares monthly report to supervisor. Performs other duties as assigned to assure that telephone communications are efficient and effective.

 MAIL SERVICE: logs and distributes all incoming mail from postal service courier services and interoffice assuring completion by 4:30 PM each day. Initiates call to Security Officer to pick up mail, being particularly responsive to patient care and perishable parcels and mail. Prepares outgoing mail for postage by meter or stamping and bundles bulk mail in accordance with US Postal requirements. Responsible for insuring that overnight express mail is called in by 2:55 PM for next day delivery and for insuring that express mail is picked up by the courier. Maintains postage meter and assures service to all postal equipment; maintains postage meter and assures service to all postal equipment; maintains contracts which may exist. Prepares monthly reports of usage and activity for the book and the supervisor. Refers only the most unusual mail service inquiries to the supervisor. Maintains appropriate mailroom supplies.

 SPECIAL MAIL HANDLING: Responsible for insuring that mail requiring special handling, i.e., certified, registered, insured,etc. is taken by courier to the post office or other in a timely manner according to written policy provided by supervisor.

 COPY SERVICES: Assembles and photocopies orders for all departments on an order form system. Responsible for meeting material required deadlines and/or advising departments of problems. Initiates calls to users to pick up orders. Prepares requisitions for and places orders for machine service for supervisor. May provide assistance regarding the operation of any photocopy system used by the program after appropriate training. Prepares and submits a monthly report to the supervisor.

 FACSIMILE MACHINE: Responsible for outgoing and incoming transmittals and timely distribution.

 CONFIDENTIALITY: Ability to maintain strict confidentiality of Program business. In the course of duties, which include copy services, mail distribution, and facsimile machine, the employee will be privy to confidential patient information, employee information and other Program business of a confidential nature.

 ADDITIONAL DUTIES:

 Maintains a master form file and is responsible for assuring that each master form is sharp. Prepares and distributes forms to all locations upon request. Form supplies may be printed and re-ordered by requisition rather than photocopied.

 Maintains office files as may be required to efficiently carry out the activity of a support services office.

 Maintains a schedule for the use of the conference room at the Morong Indian Health Center.

 SUPERVISOR CONTROLS: The Administrative Assistant/Office Manager provides training, assignments, priorities, quality and quantity of work expectations. Upon completion of the training and orientation phase of the job, work will be accomplished with limited supervision. Completed tasks will be spot checked periodically for accuracy and compliance with instructions and established procedures.

 GUIDELINES: Guidelines consisting of the Program Administration Manual, Department Manuals, US Postal regulations, Federal Communications Regulations, handbooks, order forms, and memoranda will apply.

 COMPLEXITY: The complexity of the position may vary in degree depending upon the level of responsibility which will be reflected by the classification of the incumbent. The incumbent, regardless of the task complexity and classification, has a strong effect upon the community, patients and program in that they are a first contact position and therefore must reflect a professional and caring image. It is imperative that this first contact be successful each and every time.

 SCOPE AND EFFECT: This position has a broad effect on the program, in that the incumbent has continuous contact each day with the community and with patients. The distribution and posting of outgoing written communications is essential to the day-to-day operation of the total program and must be accomplished in a timely manner. Reproduction of these educational materials is an integral part of the health education program, and classroom schedules must be maintained.

 PERSONAL CONTACTS: Personal contacts are numerous and varied, they include community members, patients, physicians, dentists, nurses and other health care providers. The incumbent will be in contact with all staff occasionally.

 This position requires working weekends and evenings as needed.

 Other duties as assigned.