Staff Travel

POSITION TITLE: Staff Travel 

DEPARTMENT: Administrative

PAY GRADE: 10

FLSA STATUS: Non-Exempt

ESC CODE: 43-4181

FUNDING SOURCE: Indirect

Opened September 17, 2024

Closing November 14, 2024

Position Summary:

The Staff Travel Coordinator is responsible for assisting with the coordination and scheduling of travel, housing, and transportation for individuals traveling on behalf of the Yakutat Community Health Center (YCHC). This role includes tracking and monitoring the availability of YCHC housing and vehicles, ensuring their cleanliness and readiness, and greeting all first-time guests at the airport.

This position requires compliance with Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position’s regular performance evaluation. 

Essential Functions:

• Prioritizes work according to departmental needs; determines workflow problems and develops solutions.
• Plans, organizes and implements a standardized system for requesting and scheduling incoming and outgoing travel for individuals traveling on behalf of YCHC including air travel, lodging, and vehicle transportation; develops communication materials and assists with the dissemination information.
• Plans, organizes and implements tracking and monitoring of the scheduling, availability, cleanliness, and readiness of YCHC housing and vehicles; collaborates with other departments as needed.
• Assists with the development and implementation of policies, procedures and documents; identifies and appropriately follows-up on issues and/or complaints; elevates and/or refers issues as appropriate.
• Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Prepares program related documents and materials; orders and maintains adequate program supplies.
• Obtains, analyzes, and summarizes material for the preparation of reports; maintains department records.
• Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Prepares disbursement requests to process invoices for payment; tracks and prepares expense reimbursement requests for payment; prepares purchasing requests.
• Prepares, submits, and reconciles invoices, purchase orders, and other financial transactions.
• Treats customers courteously; anticipates and responds timely to customer needs; explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied; provides status reports and progress updates to customers; seeks customer feedback and ensures needs have been fully met; recognizes adverse customer reactions and develops better alternatives; takes responsibility to resolve customer complaints; creates strategies to serve customers more effectively.
• Maintain a desk top procedure manual for position, updating as needed.
• Coordinate and/or assist with patient travel when required
• Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
• Performs related duties.

Knowledge, Skills and Abilities:

• Knowledge of HIPAA and the Privacy Act of 1974.

• Knowledge of computers and job-related software programs.
• Knowledge of mathematical calculations and the principles and practices of clerical accounting, bookkeeping, budgeting, and financial reports.
• Knowledge of customer service principles.
• Ability to work with personal computer and utilize a variety of software applications.
• Ability to learn and continuously improve, to be audited, observed, and reviewed.
• Ability to communicate clearly and effectively, both orally and in writing.
• Ability to prioritize and shift priorities in a changing environment.
• Ability to organize the multiple demands of the job.
• Skill in personal effectiveness and credibility; understands the importance of maintaining confidentiality, able to maintain confidentiality.
• Skill in time management, and prioritizing and organizing work.
• Skill in problem solving; must demonstrate critical thinking, problem solving, organization and time management skills.
• Skill in interpersonal relations and customer service.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in the use of computers and job-related software programs.
• Skill in the analysis of problems and the development and implementation of solutions.
• Skill in oral and written communication.

Work Environment/Physical Demands:

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility:

This position has no supervisory responsibility or authority.

Minimum Qualifications:

• High school diploma or equivalent.
• Five (5) years of progressively responsible related experience performing similar duties.
• Intermediate computer skills; experience using MS Word and Excel is preferred.
• Experience in working with the Native American population preferred.
• Full COVID-19 vaccination required unless a documented medical or religious exemption is approved. 
•  A valid driver’s license issued by the State of Alaska with a clean driving record is required
• Must successfully pass a criminal and background check.

Disclosures:

• We encourage applications from all qualified individuals, regardless of race, sex, disability, religion/belief, sexual orientation, or age.
• The Yakutat Tlingit Tribe maintains a drug-free workplace, and this position may be subject to random drug testing and criminal history checks.
• Preference will be given to qualified candidates who are Alaska Native and/or Yakutat Tlingit Tribal Members.
• Native American preference, as defined in Title 25, US Code, Chapter 14, Subchapter V, Subsection 273 and 274, will be applied to the hiring of this position. We are an equal opportunity employer, with preference given to qualified Native American/Alaska Native applicants in accordance with federal law and tribal policy.