Maniilaq Association

5/2026

Title:  Administrative Assistant I/II                                                                                                     Pay Grade:  25/26

Program:  Public Health Nursing                                                                                                         Status:  Non-Exempt

Housing Priority: None                                                                                                                      Sensitive: No

Safety Sensitive:  Yes                                                                                                                       Covered:  Yes

POSITION SUMMARY

Provides clerical, receptionist, and office support for the Public Health Nursing Program.  Works under the supervision of the PHN service team leader, with the RPMS Data Coordinator serving as trainer and liaison. Reports directly to the PHN Program Manager or designee.

PRINCIPAL DUTIES AND RESPONSIBILTIES

1. Maintains PHN office, including stocking forms to be used in PHN clinic and the office.
2. Greets and assists the public with tact and courtesy. Answers programmatic questions appropriately.
3. Opens and closes the PHN office.
4. Maintains office security and patient confidentiality at all times.
5. Requests patient charts and prepares them as needed for client encounters.Returns charts to Medical Records at end of day.Maintains all patient records in a timely manner and files patient records in patient charts, as needed.
6. Maintains accurate appointment system. Confirms appointments.
7. Monitors and assists Service Team Leader in maintaining staff schedule/calendar.
8. Performs clerical duties as required, including typing letters, posters, flyers, memos, meeting minutes, and reports.
9. Maintains office supplies including a filing system for supply catalogs, ordering supplies, stocking supplies, and monitoring stock.
10. Picks up mail from the post office and interoffice mail area and distributes appropriately in a timely manner.
11. Courier services for vaccine handling and distribution per protocol.
12. Makes travel arrangements for staff, including completing Travel Authorization forms and arranging ticket pickup and delivery.
13. Serves as back up for data entry.
14. Participates in staff meetings, and Public Health Nursing Service Team development.

MINIMUM REQUIREMENTS

Administrative Assistant I (Range 9):

Skills and knowledge normally acquired through high school diploma or equivalent and one year of relevant work experience.  Must type well enough to accomplish job.  Prefer computer word processing experience at intermediate level.  Ability to work under minimal supervision, with specific attention to organization, accuracy, and detail.  Must have a valid driver's license (or obtain one within 60 days of hire) and have a good enough driving record to be insured to drive Maniilaq vehicles.

Administrative Assistant II: (Range 10):

Skills and knowledge normally acquired through high school diploma or equivalent and two years relevant work experience.  Computer word processing experience with intermediate capabilities.  Must have a valid driver’s license with a good enough driving record to be insured to drive Maniilaq vehicles, in order to retrieve mail from the post office on a regular basis.

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of people in the job.