Administrative Assistant

This position has been filled.





Reports To: 

BHS Director

Type of Position: 

Regular Full Time


Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026

General Description

This position is located at the Absentee Shawnee Tribal Health Program’s Behavioral Health Services Department Shawnee Operations.  Behavioral Health Services provides general counseling and therapy of federally-recognized American Indian Tribes and Alaska Natives residing in the tribe’s health program catchment area and eligible SoonerCare patients.  The purpose of the position is to function as the Administrative Assistant with specific other duties as a Business Office Specialist.


  1. Administrative Assistance:  Performs a variety of administrative assistance duties. 
  • Communicates via email to higher Administrative leadership on duties listed for the purpose of updating                                                                       and reporting.  
  • Initiates contact with other departments, regarding various department communication. 
  • Oversees the courier services currently provided to ensure mail and other material/documents reach appropriate departments.   
  • Establishes necessary files for providing organization and structure. 
  • Enters client data into the appropriate database; maintains accurate files, and organizes data.
  •  Expedites the filing/referrals and loose sheets into the medical charts/records.
  1. Office Management: Coordinates scheduling of clients, meetings, programming and other events to facilitate the process of patient care.
  • Participates in staffing and facilitates quality of patient care throughout the process from intake to discharge by monitoring the flow of paperwork and scheduling.  
  • Safeguards confidentiality of the medical charts/records and complies with all local, state, and federal laws pertaining to medical records.   
  • Assists with activities during office hours and occasionally after normal working hours.   
  • Assists with the research and writing of articles, flyers, newsletters and tribal newspaper.
  • Inventories and reorders supplies, as needed.  
  • Maintains files for catalogues and other supply sources. 
  • Extract information from the database for reporting; assists with completion of reports, which include monthly and annual reports, and invoicing.  
  • Performs other duties as assigned.
  • Assist with grant data collection and submission.
  • Training – provide training for youth, family, community, tribal staff, police, and schools for prevention such as ASIST, tool kits, and educational materials.
  • Coordinate and educate employees and public in CPR training.
  • Maintain statistical data of clients served, services provided, success rates, and follow up data.

Education Requirements and qualifications

  • Associates degree or equivalent with 2-4 years of experience in medical records and/or medical data entry.
  • Desires: BA in related field, Health Information Administration.
  • Three years in a fast paced medical office setting is desirable.
  • Certification in medical terminology and coding preferred.
 Skills and Abilities
  • Knowledge of automated and electronic health record system.
  • Excellent typing and computer skills.
  • Must be proficient in Microsoft Office suite, specifically advanced proficiency in Excel.
  • Must have ability to prepare written documentation that clearly supports award decisions.
  • Must be able to work closely and relate well with fellow employees and Absentee Shawnee Tribal members.
  • Must be able to professionally relate and communicate effectively and efficiently with the public and professional providers.
  • Must be proficient in the use of business office equipment.
  • Must be able to organize and prioritize many tasks effectively.
  • Must be able to lift up to fifty (50) lbs in order to effectively utilize various equipment.
  • Must be able to bend, lift and stoop to do various tasks.
  • Must have a valid Oklahoma Driver License.
  • Must be able to pass a background check.
  • Must be able to pass a drug screen.
Native American Preference/EEO/Drug Free Workplace

Posted Date: 

1 month 3 weeks ago