TRIBAL POST Administrative Assistant THPO at Washoe Tribe of Nevada and California
Washoe Tribe of Nevada and California · Gardnerville, United States Of America · Onsite
- Junior
- Office in Gardnerville
Description
POSITION TITLE: Administrative Assistant I Tribal Historic Preservation Department
CLASSIFICATION: Non-Exempt Part-time
DEPARTMENT: Tribal Historic Preservation Department
SUPERVISOR: Tribal Historic Preservation Officer
GRADE: NE7 $15.29 ($23,485) - $22.94 ($47,715.20)
*Grant Funded Position
Position Summary:
Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.
Essential Duties & Responsibilities:
· Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
· Screens incoming calls and correspondence; exercises judgment and responds accordingly.
· Records and delivers messages or transfers calls to voice mail when appropriate.
· Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
· Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
· Maintains financial records; processes accounts payable, purchasing and travel documents.
· Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
· Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
· Assists with scheduling of events and activities.
· Compiles participant lists for a variety of programs being offered by the program.
· Assists with program activities as needed and assists with intake appointments with potential clients.
· Performs database input.
· Assists in creating files for new clients and maintains records of contacts.
· Provide benefits information for which a client is eligible as needed.
· Prepares and issues receipts for payments.
· Establishes and maintains an effective filing and retrieval system.
· Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
· Photocopies, collates, distributes, and files documents.
· Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
· Maintains inventory of office supplies.
· Maintains a log for vendor expense.
· Receives, sorts, logs, and routes mail.
· Attends meetings and takes minutes as requested.
· Performs errands for the Tribal Historic Preservation Officer as needed.
· Performs other duties as required.
Requirements
Minimum Qualifications:
· High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience.
Knowledge, Abilities, Skills, and Certifications:
· Knowledge of modern office practices, procedures, and equipment.
· Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
· Knowledge of records management and basic accounting procedures.
· Ability to communicate effectively in the English language both verbally and in writing.
· Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
· Ability to represent the organization in a professional manner, building respect and confidence.
· Ability to handle multiple tasks and meet deadlines.
· Ability to approach others in a tactful manner, react well under pressure, treat others with respect and consideration regardless of their status or position, and accept responsibility for their own actions and follow through on commitments.
· Ability to carry out instructions furnished in verbal or written format.
· Ability to work independently with minimal supervision.
· Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
Physical Demands:
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment:
Work is generally performed in an office setting with a moderate noise level.
The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:
- Negative alcohol and drug screen
- Meet requirements of Public Law 101-630
- Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days
- Must be insurable under the Washoe Tribe’s driving policy
- Preference will be given to qualified Native Americans