Program Assistant

Position Title : Program Assistant

Department : HHS Behavioral Health

Location : Tukwila, WA (Mobile Clinic)

Reports To : Mobile Project Lead & Administrative Supervisor

Status : Hourly, Full-Time

Wage Range : $26.40 - $30.40 per hour

Closing Date : Open Until Filled

If you are an American Indian / Alaska Native and / or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and / or DD214.

Position Summary

Ensures the efficient and effective operation of the mobile clinic unit. Provides administrative support to the mobile clinic team and helps maintain necessary supplies, equipment, fuel, and other operational needs on the mobile unit. Serves as the primary driver / operator of the mobile unit for travel to and from community-based settings. Acts as a backup for all behavioral health administrative functions. Maintains professionalism in all interactions with internal and external stakeholders. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe (CIT) and the Cowlitz Indian Tribe Health and Human Services department.

Essential Duties & Responsibilities

• Serves as the primary driver of the mobile clinic van, transporting it between tribal properties and community partner sites, and is responsible for refueling and managing waste disposal systems.
• Coordinates with the Tribal Fleet Department to ensure timely maintenance and repairs of the mobile clinic van and other tribal vehicles, following established schedules and addressing repair needs.
• Works collaboratively with program coordinators, clinical pharmacists, and mobile clinic staff to manage the ordering, organization, and inventory of all supplies and equipment.
• Answers incoming telephone calls, determines the purpose of the call, and forwards calls to appropriate personnel or department. Processes messages and voicemails per program procedure.
• Assists clients with completing registration / consent paperwork.
• Checks in arriving clients for intake / assessment in an efficient manner and notifies staff of patient arrival; verifies insurance information; collects fees and payments; directs clients to appropriate locations for services requested.
• Maintains accurate client information in the patient registration system; updates benefits, address, or other demographic information as needed.
• Receives medication refill requests and forwards them to appropriate providers; contacts pharmacies to coordinate refills.
• Schedules and updates appointments as requested; places appointment reminder calls; maintains provider scheduling templates.
• Assembles and updates registration, annual update, and intake assessment packets by gathering required documents and materials; helps to maintain a ready supply of completed packets.
• Receives, sorts, and routes mail, shipments, and packages.
• Maintains office equipment and facilitates repairs as needed.
• Sends faxes, retrieves, logs, and distributes incoming faxes. Collects co-payments and co-insurance when needed according to established policies, procedures, and protocols.
• Assists with urinalysis tests as requested; prints out lab results and routes to appropriate clinician; responsible for urinalysis requisitions.
• Participates in staff meetings as requested.
• Adapts to changes in safety protocols and procedures.
• Performs other duties as assigned with training provided.

Knowledge, Skills, and Abilities

Minimum Qualifications

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CITs established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements

Physical Demands

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and communicate effectively. The employee occasionally is required to move throughout the facility; and reach with hands and arms. The employee is occasionally required to lift to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment

Work is generally performed in a mobile clinic environment, with exposure to outdoor weather when the mobile clinic is in operation. The employee may provide administrative support coverage for an indoor office / clinical setting with a moderate noise level. Employees may be exposed to bodily fluids, blood-borne pathogens, and infectious diseases. Situations occur where PPE (personal protective equipment) is needed. Overnight travel and / or evening and / or weekend work may occasionally be required. Tight time constraints and multiple demands are common.

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