Secretary (Senior Services) at Salt River Pima-Maricopa Indian Community, AZ

About the Department

Definition: Under the direct supervision of the Executive Secretary, the Secretary provides essential administrative support to streamline department operations that achieve strategic objectives. Responsibility includes, managing day-to-day administrative tasks, and initiates team project management efforts. This position is instrumental in maintaining organizational standards and contributing to the continuous improvement of departmental practices.  This job class is treated as FLSA Non-Exempt.

Distinguishing Features: The Secretary job class is distinguished from the Clerk job classes by its emphasis on more complex clerical and administrative tasks. The Secretary is a critical link between the Executive Secretary and other departmental staff, ensuring smooth information flow and efficient task execution. 

Essential Functions:  Essential functions may vary among positions and may include the following tasks and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive list of functions performed by all positions in this classification.

Position Duties

1.  Document Control and Management:  Systematically organizes, secures, and maintains all departmental documents to ensure they are relevant, current, accessible, and compliant with regulatory standards.

• Establish and maintain a logical filing system for all departmental documents, including electronic and paper records.
• Ensures the filing system is intuitive and accessible to authorized personnel, categorizing documents by type, date, and priority.
• Implements and manages a version control system for critical documents to track revisions and maintain the integrity of document versions, ensuring the most current information is always used and archived for reference.
• Leads the transition of paper-based records to a digital format that enhances retrieval efficiency, reduces the need for physical storage, and oversees the scanning, tagging, and categorization preparation for the department’s content management system.
• Generates regular reports detailing the status of document management activities and uses these reports to improve processes and enhance overall document control efficiency.

2.  Schedule Management:  Organization and oversight of appointments and obligations on behalf of the department and its leadership.

• Manages department calendar duties by scheduling, updating, and canceling appointments as needed. 
• Schedules meetings by arranging meeting spaces, organizing necessary technical supports, and providing agendas, ensuring all participants have the relevant information and details ahead of time.
• Organize all aspects of travel for the Executive Secretary as assigned, including flights, accommodations, and ground transportation, while assisting in creating and overseeing itinerary planning and distribution.
• Assist the Executive Secretary in implementing and managing a system of reminders regarding important department deadlines, appointments, meetings, and events.

3.  Administrative Duties:  Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely, and professional manner.

• Regularly assists the Executive Secretary with limited time and labor duties as needed.
• Acts as a primary customer service representative for the department.  
• Accepts any senior center visitor feedback and organizes for routing to the proper department authority. 
• Arranges and oversees department staff travel, travel claims, per diem, accommodations, and airfare as required.
• Acts as a secondary note taker for department meetings in the absence or in lieu of the Executive Secretary.
• Assists Executive Secretary with transcribing director and department meeting minutes as assigned.
• Tracks and maintains inventory levels of office supplies and equipment, ensuring timely reordering, organizing storage, and keeping accurate records to support departmental needs and budget compliance.
• Assists with financial and reporting duties as assigned. This includes processing payment requests, requisitions, per diem, supply orders, procurement card transactions, and updating financial reports.

4. Special Projects: Assists the Executive Secretary and/or Office Manager with special projects as assigned by the Director or designee.

• Compiles statistics, data research and assists with the annual department budget process.
• Helps maintain and update resource materials for special projects.

5.  Miscellaneous:  Performs other job related duties as assigned by the Executive Secretary, Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.

• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact. 
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill with organizational tasks.
• Skill multitasking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.

• Ability to type on the computer 40 net words per minute.
• Ability to effectively handle more complex assignments.
• Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service.
• Ability to clearly communicate verbally and in writing.
• Ability to adapt to changing work situations and assignments.
• Ability to work effectively and calmly in a high-stress work environment.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to read, comprehend, interpret and follow complex verbal and written instructions.
• Ability to take and prepare accurate and timely meeting notes.
• Ability to work under pressure by handling problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Executive Secretary, Office Manager or Director’s attention.
• Ability to be flexible, adaptive and work effectively in a fast-paced environment.
• Ability to function effectively in a professional, friendly & outgoing manner. 
• Ability to lift & carry 25 lbs.

Minimum Qualifications

• Education:  Graduation from High School or GED equivalent required.
• Experience: Two (2) years full-time work experience performing secretarial and administrative tasks required.

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
• Must be able to demonstrate typing skill at 40 net words per minute using a computer.
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.

• Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered. 
• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill

Other Qualifications

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).
Documents may be submitted by one of the following methods: 
1) attach to application
2) fax (480) 362-5860
3) mail or hand deliver to Human Resources.
Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted.
Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

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