Total 14 Administrative / Clerical job vacancies in Grand Canyon, Arizona

ORGANIZATIONAL LOCATION: Indian Health Service (IHS), Southwest Region, Phoenix Area - Colorado River Service Unit, Parker Indian Health Center. Position is located in Parker, Arizona. Primary purpose of position is to provide administrative support services for the Division of Financial Management. Position is supervised by the Financial Manager.

Major duties:

• Tracks controlled correspondence; composes and edits correspondence letters and reports.
• Manages the appointment and meeting schedule for the Director of the organizational unit served and senior staff members.
• Purchase supplies, equipment and other material utilizing prescribed purchasing guidelines.
• Assist with management of contract and payment of invoices.
• Time Keeping for the Division .

Use word processing software to produce a variety of documents. Transmit and receive documents and messages electronically using a computer or workstation that is networked or linked to other computers or workstations throughout the work area or organization. Monitors and oversees the Private Organization (PO) program. Maintains PO files, examines budgets, balance sheets, income and expense statements, reviews constitutions, bylaws, and processes fundraisers or other applicable packages. Type correspondence, reports, forms, messages, memoranda, statistical or tabular material where spacing arrangements are complicated directly in the final form without a rough draft. Performs a variety of general office duties such as receiving telephone calls and visitors, routing, filing correspondence and maintaining files. Serves as the NAFI Vehicle Control Officer ensuring the day-to-day management of government vehicles assigned to 56 FSS.


If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12626651

Major duties include but are not limited to:

• Provide administrative oversight of the Personnel Management program for the service line.
• Monitor the utilization of authorized positions and identifying personnel needs in response to changes in program goals and objectives, budgetary constraints, and/or regulatory mandates.
• Develop proposals for new employees when existing staff are insufficient.
• Serve as a liaison to each of the three distinct unions representing employees at the facility.
• Develop the annual budget proposal for the service line, forecasting needs for all program operations.
• Create business plans for the expansion of existing programs and the implementation of new programs.
• Examine the clinical, operational, financial, and strategic implications of all significant changes to the Agency, Facility and/or Service Line program goals and objectives.
• Integrate data, analyses, conclusions, and recommendations into a concise and persuasive deliverable.
• Research and draft required documentation for the purchase of all equipment utilized by the service line programs.
• Continuously assess the performance of service line programs in relation to national and local access targets.

Located at the Designation and Sentence Computation Center (DSCC) for the Federal Bureau of Prisons (BOP).

Provides clerical, administrative and technical support for a team of DSCC staff, working independently under the direct supervision of the Operations Manager.

Establishes and creates files/records and filing systems for inmate records.

Operates a web-based program designed for designation processes involving U.S. Probation Office (USPO), U.S. Marshals Service (USMS), and the Bureau of Prisons (Capture).

Fields questions from institutions, residential re-entry centers, regional office, Judges, Probation Officers, USMS, inmate families, and the general public regarding sensitive information.

Duties and responsibilities Include, but are not limited to:

• Serves as the Contracting Officer's Representative for the service, overall decision-­making, policy development, and resource planning role.
• Has the responsibility for directing and coordinating the administrative, operational, and planning activities for Dental at the SAVAHCS.
• Manages all administrative functions and collaborates with the Chief of Dental Service in providing day-to-day direction and oversight of clinic operations.
• Develops, implements, evaluates, interprets, revises, and corrects administrative policies, functions, activities, operations, and programs for the Dental Service.
• Ensures that policies developed at the top management level are transmitted to responsible parties at lower levels of the team to assure that they are carried out to assess the success of these policies in terms of productivity, proper manpower utilization, improved efficiency, and economic resource management.
• Provides support and is administratively responsible for over 33 professional and non-professional employees in Dental Service and has the authority to make service level decisions.
• Provide administrative leadership and support with responsibility for developing, implementing, maintaining, and providing strategic direction, and program oversight of the Dental Service.
• Develops and manages the Dental Service strategic plan, business plan, and defines and implements measurable outcome criteria in conjunction with the Chief, Dental Service.
• Advises and provides counsel to employees regarding policies, procedures, and directives of management.
• Reviews directives and regulations, advises Service Chief and SAVAHCS Senior Leadership on their potential impact on the Dental Service, and ensures their proper implementation.
• Oversees all administrative and operational functions including but not limited to customer service, human resource management, fiscal, quality management/infection control, and supplies/equipment.
• Conducts staff meetings in the Service Chiefs absence.
• Acts as a liaison with the human resources office concerning personnel-related matter.
• Provides advice and assistance to managers and staff concerning Federal and agency personnel processes and procedures.
• Delegates authority as appropriate under advisement of Service Chief and holds supervisors responsible and accountable for the performance of the services under their supervision and management.
• The incumbent exercises management level supervisory responsibilities which include: (1) Prioritizing major work efforts; (2) Evaluating the performance of the management team; (3) Giving advice, counsel, or instruction; (4) interviewing and tentatively selecting candidates for key positions, and recommending appointment, promotion, or reassignment of such positions; (5) Hearing and resolving appropriate complaints and grievances, referring those that cannot be resolved to the Medical Center; (6) Implementing and/or advising on disciplinary measures; and (7) Identifying and providing for management development and training needs of key staff members.
• Oversees designated timekeepers assuring that the entire staff of the Dental Service is trained in requirements for maintaining accurate time and attendance records. Serves as the Dental Service point of contact with offices that perform payroll functions.
• Addresses and effectively responds within required timeframes to patient complaints made in the clinic or to the Patient Advocate Office, Congressional inquiries sent to Public Affairs, and any other patient concerns that rise regarding involving the health care system's delivery of dental services.
• Collaborates extensively with the SAVAHCS Patient Advocates in service recovery efforts, including use of the Patient Advocate Tracking System.
• Identifies and addresses system related problems and collaborates with clinical and administrative staff to ensure the provision of exemplary customer service in all aspects of healthcare delivery associated with the SAVAHCS Dental Service.

Major duties include but are not limited to the following:

• Receives all facility mail from external sources; e.g., USPS, UPS, FEDEX e.t.c, including handling of hazardous and/or perishable materials, urgent and sensitive documents (Express mail , Priority mail) among different carriers that requires signature and acknowledgment of employee.
• Sorts bulk mail from post office, and performs mail handling tasks such as rerouting misdirected mail, date stamping, counting mail, screening for priority items, preparing routing and control forms, etc.
• Utilizes knowledge of the organizational structure of the serviced units to classify, to identify policy issues, and route materials to various points.
• Perform functions using a government vehicle, requiring the incumbent to have a valid, government or state issued Drivers license.
• Sets up, operates, adjusts, and monitors the operation of single or multiple function equipment such as copiers, duplicators, mail processing machines, etc.
• Researches all addresses for return to sender mail, may include contacting recipient of returned mail to verify address.
• Exercises independent judgment regarding the most appropriate approach that is in accordance with established procedures and practices.
• Uses computer and data entry skills to carry out duties associated with the sending and indexing of high specialized medical information consisting of a variety of formatted forms.
• Displays good oral and written communication skills, using tact and diplomacy in communicating with a wide variety of employees at all levels of the organization and outside healthcare facilities.
• Keeps abreast of regulatory requirements, maintenance, and disposition of legal medical documents scanned.
• Meets the needs of customers while supporting VA missions.

Assist the Director in the School Age Program and Youth Program with a variety of clerical, administrative and cash handling duties which may include but not limited to the following: Performs a variety of general office duties such as receiving telephone calls and visitors, types correspondence, reports and other material from rough draft, clean or copy, including statistical and financial data, routing and filing correspondence, and responsible for maintaining files IAW applicable guidance. Receives correspondence, provides general information and answers questions to routine matters. Assists with customer service counter. Assists in ensuring contracts are in compliance and filed properly. Inputs all payroll information and work schedules in system and runs end of day reports daily.

Compute daily labor cost, records income and expenses to proper accounts and provides daily financial status report to Director or designee. Consolidates monthly inventories and may assist in Youth Center's monthly and yearly inventories. Assists in researching irregularities and recommends course of action to Director by the end of each month. Performs periodic review of delinquent accounts/memberships. Assists in researching billing discrepancies with patrons and indicates corrective action. Assists with end of month resale inventory and insures inventory is at the proper level. Works with IBPS in regards to purchase request, inputting invoices within 24 hours of receipt. Prepares daily financial documentation, i.e. Consolidated/Cashier's Reports (AF Form 1876) tothe NAF Accounting Office for processing and makes the daily deposits upon approval of Director or designee. Prepares request for advertising for Marketing Office to publicize. May assist in escorting visitors when appropriate. Trains all new employee on cash handling procedures.

If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12619460

• Determine nature of calls and visitors to refer communications to appropriate supervisor or staff member.
• Respond to routine and non-technical requests for information.
• Manages electronic mail and messages received to assure commander obtains appropriate information.
• Prepares written material assuring that formatting, punctation, and spelling is correct.
• Prepares summaries of telephone calls to document important details of conversations.
• Utilize Microsoft Office Software to perform task such as updating the commander's calendar and preparing reports.
• Complete a variety of routine office tasks using word processing software and printing equipment.
• Maintains office files in accordance with established filing procedures.

Handles routine inquiries from both staff and inmates, providing technical assistance and answering questions regarding the general nature of correctional programs.

Receives visitors to the office, determines the nature of the requests and directs them to the appropriate staff or personally provides the information desired when routine or procedural matters of the office are involved.

Reviews correspondence prepared for the supervisor and other staff.

Assists the Unit Manager and staff members in the procedural aspects of expediting the work of this office.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

The Legal Administrative Specialist in the Appeals Policy and Operations Division (APOD) performs the following duties:

• Organizes Medicare adjudication case files for distribution.
• Prepares responses to appellants on adjudication results and processes.
• Identifies case processing challenges with pending appeals.
• Interprets data from appellants and/or appellant's representatives.
• Tracks case file development.

Duties include, but may not be limited to the following:

• Maintains the service line and leadership activity calendar and schedules appointments, conferences, and meetings
• Manages correspondence to the center which includes coordinating responses on behalf of its Director and finalizes and generates correspondence as needed
• Prepares high-level memoranda, letters and other documents, routes for approval, and tracks to completion for the leadership team
• Reviews final responses related to patient issues, Congressional correspondence, and patient advocate issues
• Serves as timekeeper to include notifying staff when there are timekeeping exception notices, and ensures corrections are made
• Receives telephone calls, greets visitors, and determines nature of the call or business of the visitor. Determines which calls or visitors should be referred to the supervisor, or other staff personnel, or which can be handled personally based on knowledge of the subject matter or from records and files
• Prints, copies, faxes, orders supplies, initiates work orders, and manages key requests and SharePoint requests
• Manages office supplies by developing and managing inventory and adjust volumes based upon the usage rates and customer needs.
• Performs other duties as assigned

Major Duties:

• Greets visitors to the facility and answers all incoming call, transferring to appropriate department and providing phone coverage for other departments.
• Receives, routes, or otherwise handles incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda's, and other forms of written communication. Performs office automation duties to prepare documents such as correspondence, forms, and reports which can include technical material, graphs and charts.
• Timekeeping duties for service unit, prepare travel orders and travel vouchers for the Health Center.
• Manges the appointment and meeting schedule for the Director of the organization unit and other senior staff members as well.

The major duties of the Administrative Support Assistant position include, but are not limited to, the following:

• Provides accurate and reliable information on the administrative functions of HPTC.
• Serves as a technical resource to staff on travel policies and regulations, provides information on travel allowances and requirements.
• Prepares Travel authorizations and vouchers.
• Purchases supplies, equipment and services for sections utilizing a purchase card.
• Serves as primary timekeeper for the unit.
• Serves as primary administrative point of contact for the unit, which may include processing financial, procurement, property, human resources, and other administrative forms for the unit.

As a Program Manager, you will:

• Ensure that subordinates are developing and adhering to schedule for program planning, development and execution.
• Ensure that assigned communities receive essential CPD Field Office services and that communities and public agencies engaged in CPD Programs carry out programs and contractual requirements in a timely and efficient manner.
• Serve as a major point of contact with representatives of major cities and metropolitan areas, including elected and appointed officials of Federal, State, and local governments, the private sector and public, educational and financial institutions, members of the banking and mortgage communities, developers of industrial and commercial properties; and housing developers on all CPD program areas.
• Provide leadership, support and assistance to personnel assigned to the team as well as program grantees of major cities and metropolitan areas and potential grantees.