POSITION SUMMARY

The Transportation Administrative Assistant provides comprehensive administrative, clerical, and customer service support for the Rocky Boy Health Center Transportation and Motor Pool Program. This position serves as a primary point of contact for patients, employees, and community members seeking transportation services and information. The Transportation Administrative Assistant assists with scheduling, records management, reporting, purchasing, billing and compliance activities to ensure the efficient operation of transportation services while supporting RBHC's mission to educate and empower our relatives to live well.

Please note that this position participates in an after-hours on-call rotation and responds to transportation coordination requests involving eligible tribal members requiring emergency medical travel or other medically necessary transportation services in accordance with RBHC policies and applicable program requirements.

KEY RESPONSIBILITIES

• Provides administrative and secretarial support to the Transportation and Motor Pool Program.
• Serves as a primary contact for transportation inquiries and responds to requests for information in a professional and courteous manner.
• Assists with coordinating transportation schedules, appointments, and vehicle assignments.
• Assists with the preparation, submission, tracking, reconciliation, and maintenance of documentation necessary for billing transportation services through the Montana Medicaid Transportation Program and other eligible funding sources.
• Verifies transportation records, trip logs, mileage documentation, provider documentation, and supporting records to ensure compliance with billing requirements and audit standards.
• Assists with monitoring transportation reimbursement claims, denials, corrections, and payment activity and coordinates with Finance, Purchased/Referred Care (PRC), and other departments as necessary.
• Maintains transportation records, logs, reports, schedules, and departmental files in accordance with organizational policies and regulatory requirements.
• Assists with administration of the Medical Travel Program and Motor Pool activities.
• Prepares, reviews, processes, and maintains transportation-related forms, correspondence, reports, spreadsheets, and other documentation.
• Collects, compiles, analyzes, and prepares statistical and operational reports as directed.
• Assists with monitoring vehicle utilization, maintenance records, driver documentation, and transportation program compliance requirements.
• Prepares purchase requisitions, check requests, supply orders, and other departmental documentation.
• Maintains adequate inventories of office supplies and coordinates replenishment as needed.
• Assists with data entry and maintenance of transportation program databases and tracking systems.
• Maintains confidentiality of patient, employee, and organizational information in accordance with HIPAA and applicable privacy requirements.
• Provides excellent customer service while interacting with patients, community members, employees, vendors, and external partners.
• Assists with special projects, audits, surveys, and program initiatives as assigned.
• Participates in departmental meetings, trainings, and quality improvement activities.
• Supports RBHC's mission, vision, values, strategic priorities, and accreditation standards.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree in Business Administration, Healthcare Administration, Office Administration, Allied Health, or a related field preferred.
• Minimum of two (2) years of administrative, clerical, customer service, scheduling, transportation coordination, medical office, or related experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Valid Montana Driver's License.
• Driving record acceptable to RBHC insurance requirements.

PREFERRED QUALIFICATIONS

• Associate degree in Business Administration, Healthcare Administration, Office Administration, Allied Health, or related field.
• Experience working in a healthcare, tribal government, transportation, or social services environment.
• Experience coordinating medical travel, patient transportation, scheduling, dispatching, or fleet operations.
• Knowledge of Indian Health Service, Purchased/Referred Care (PRC), Medicaid transportation, or tribal healthcare systems.
• Experience preparing reports, tracking data, and maintaining departmental records.

Please note that all communication will be via e-mail.

Disclaimer

This employment announcement does not contain a comprehensive description of activities, duties, or responsibilities that are required for this position. Duties, responsibilities, and activities will be reviewed periodically as duties and responsibilities change with necessity. Applicants with credentials that do not meet the minimum qualification for this position will not be considered. Rocky Boy Health Center Human Resources disclaims responsibility for ensuring the completion of application packages, considering only those applications received in proper and completed form before the 4:00 PM closing date for the advertised position. This employment announcement is subject to change depending on budget availability and organizational priorities. Employment offers are contingent upon the satisfactory completion of a background check and pre-employment drug test, with successful applicants being subject to a 60 business day probationary period.

Notice to Recruiting Agencies and Third-Party Vendors

Rocky Boy Health Center does not accept unsolicited resumes, proposals, or candidate submissions from recruiting agencies or third-party vendors. We are not seeking new recruiting or placement services for any positions at this time. Any unsolicited submissions will be considered property of Rocky Boy Health Center, and we will not be responsible for any associated fees.