Open: 11/24/2025

Closes:12/10/2025

EXEMPT

NON-EXEMPT X

POSITION DESCRIPTION

POSITION: Travel and Accounting Assistant

RESPONSIBLE TO: Senior Finance Manager

SALARY: Step Range: 8-27 Full Benefits

CLASSIFICATION: Non-Management Regular Full-Time

LOCATION: Klamath Tribal Health & Family Services

3949 South 6th Street

Klamath Falls OR 97603

BACKGROUND: Comprehensive

POSITION OBJECTIVES

The primary function of this position is to coordinate Klamath Tribal Health & Family Services travel needs. This position requires someone who can work independently with minimal supervision to ensure timely accurate and efficient work in accordance with office policies and standards. The work often involves dealing with highly confidential matters and the pressure of deadlines.

MAJOR DUTIES AND RESPONSIBILITIES

1. Receive travel request forms from staff. Ensure the requests are within budget and proper authorization has been given prior to making any travel arrangements.
2. Communicate the status of the travel request forms to the employees once they are approved. Maintain communication throughout the process.
3. Work with employees to ensure any required registrations are completed and submitted on time. Ensure registration fees are paid in a timely manner using the Finance Departments established procedures.
4. Following the Federal Travel Regulations make all travel arrangements including hotel arrangements transportation arrangements which may include but is not limited to airfare train and automobile reservations.
5. Request complete and verify all necessary credit card authorization forms.
6. Maintain a credit card receipt file for all credit card transactions to reconcile the credit card statement each month. A copy of the travel request form and the travel order form should accompany each credit card receipt.
7. Reconcile the credit card statement each month ensuring all documentation is verified and included with submission for payment.
8. Prepare Travel Order form with all estimated travel expenses and obtain required signatures. Ensure all necessary travel information is attached for the employee and send to Accounts Payable for processing.
9. Work with employees and agencies on all travel reimbursements. Track each submission and ensure travel reimbursement checks are credited to the correct general ledger account.
10. Review reconciled travel forms to ensure all necessary documentation is attached the signatures are complete and the figures are accurate in a timely manner. Finalize the travel order process by forwarding it to the Payroll Specialist for any payroll deductions for amounts due to Klamath Tribal Health & Family Services or the Accounts Payable Specialist for amounts due to employees and filing.
11. Work with new hire recruits HAC Members Tribal Council Members contractors etc. on making travel arrangements as needed.
12. Process payroll advances & annual leave cash outs print checks as required researching availability of accrued wages leave balances and number of times allotted as directed by the Senior Accountant/Manager.
13. Run Finance department errands as needed in order to meet deadlines.
14. Assist with other position duties and responsibilities within the Finance Department during times of staff shortages or vacancies.
15. Like all employees of the Klamath Tribes the incumbent will be called upon to accomplish other tasks that may not be directly related to this position but are integral to the Klamath Tribes broader functions including but not limited to assisting during Tribal sponsored cultural traditional or community events that enable the successful operation of programs and practices of The Klamath Tribes as aligned with The Klamath Tribes Mission Statement. Some of these tasks may be scheduled outside of regular work hours if necessary.

SUPERVISORY CONTROLS

The immediate supervisor is the Senior Finance Manager who provides overall instructions concerning duties to be performed. Assignments are performed according to various established office procedures using set standards. New assignments are provided in detail as well as changes in current procedures. Major or new issues are referred to supervisor.

Supervisor will provide general instructions on policy and/or procedure changes and reporting requirements and will set overall objectives and priorities. Employee performs daily assignments independently resolving normal questions and problems according to established procedures and past experience and precedent. Unusual new or complex assignments that require deviation from past experience or precedents are discussed with supervisor; however employee exercises initiative in researching answers and solving problems. Work is checked for accuracy adequacy and timeliness.

The Health Finance Officer outlines the overall Tribal Health Finance Department and I.H.S. program objectives and priorities time limits and the financial and personnel resources available.

KNOWLEDGE SKILLS ABILITIES

Must possess basic accounting skills.

Ability to work as part of the Finance Department accounting team.

Must possess basic computer skills including Internet Explorer and Microsoft Office Outlook Word and Excel.

Ability to use a computerized accounting system.

Possess good clerical skills i.e. typing filing operating standard office machines copy machine typewriter 10-key calculator etc.

Ability to work and accomplish tasks in accordance with established policies procedures practices and priorities of the office.

Skill and ability to organize plan and prioritize workload using ones own initiative. Must be detail oriented.

Must have demonstrated knowledge of record management systems.

Ability to communicate in a professional manner using both oral and written forms of communication.

Ability to maintain strict confidentiality of information pertinent to the nature of the position.

Ability to maintain strict confidentiality of medical records and adhere to the standards for health record-keeping HIPAA and Privacy Act requirements.

QUALIFICATIONS EXPERIENCE EDUCATION

Minimum Qualifications: Failure to comply with minimum position requirements may result in termination of employment.

• REQUIRED to possess a High School Diploma or Equivalent. (Must submit copy of diploma or transcripts with application.)
• REQUIRED to have experience with use of computers in internet research basic office programs such as word excel and outlook.
• REQUIRED to submit to annual TB skin testing and adhere to KTHFS staff immunization policy in accordance with the Centers for Disease Control immunization recommendations for healthcare workers.
• REQUIRED to submit to a background and character investigation as per Tribal policy. Following hire must immediately report to Human Resource any citation arrest conviction for a misdemeanor or felony crime.
• REQUIRED to accept the responsibility of a Mandatory Reporter in accordance with the Klamath Tribes Juvenile Ordinance Title 2 Chapter 15.64 and General Council Resolution #all Tribal staff are considered mandatory reporters.

Preferred Qualifications:

Associates Degree in Accounting is preferred. (Copy of degree must be submitted with application to be considered.)

Indian Preference:

Indian and Tribal Preference will apply as per policy. (Must submit tribal documentation with application to qualify for Indian Preference).

ACKNOWLEDGEMENT

This position description is intended to provide an overview of the requirements of the position. It is not necessarily inclusive and the job may require other essential and/or non-essential functions tasks duties or responsibilities not listed herein. Management reserves the sole right to add modify or exclude any essential or non-essential requirement at any time with or without notice. Nothing in this job description or by the completion of any requirement of the job by the employee is intended to create a contract of employment of any type.

APPLICATION PROCEDURE

Submit a Klamath Tribal Health & Family Services Application for Employment with all requirements and supporting documentation to:

Klamath Tribal Health & Family Services

ATTN: Human Resource

3949 South 6th Street

Klamath Falls OR 97603

IT IS THE RESPONSIBILITY OF THE APPLICANT TO PROVIDE SUFFICIENT INFORMATION TO PROVE QUALIFICATIONS FOR TRIBAL POSITIONS.

Please Note: If requirements are not met i.e. submission of a resume in lieu of a tribal application or not including a required certification your application will not be reviewed and will be disqualified.

Indian Preference will accordance with Klamath Tribal policy priority in selection will be given to qualified applicants who present proof of eligibility for Indian Preference.

Applications will not be returned.