Administrative Assistant II at Washoe Tribe of Nevada and California

Description

POSITION TITLE: Administrative Assistant II – Facilities & Fleet 

CLASSIFICATION:  Non-Exempt 

DEPARTMENT:  TANF

SUPERVISOR: Manager – Facilities & Fleet (or Designee)

GRADE: NE8 $16.49 ($34,299) - $24.73 ($51,449)

Position Summary:

Under direct supervision the Director- Facilities and Fleet, the Administrative Assistant II performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.

Essential Duties & Responsibilities:

· Welcomes visitors with a professional and courteous demeanor and determines the nature of business and directs visitors to appropriate personnel according to their needs. 

· Uses professional telephone etiquette in answering incoming telephone calls, determines the purpose of calls, forwards calls and receives & delivers messages for appropriate personnel.

· Effectively and respectfully represents the WNTP in contacts with the public, community organizations, and other government agencies.

· Maintains effective communication with WNTP management team and collaborate with other WNTP staff regularly. 

· Establishes and maintains respectful cooperative working relationships with Washoe TANF participants, Washoe TANF staff, Tribal communities, employers, and outside service providers.

· Maintains inventory records of all incoming and outgoing assets, equipment, and materials. Investigates and resolves inventory discrepancies. 

· Monitors expiration dates of warranties, service contracts and maintenance intervals on vehicles. 

· Establishes and maintains required storage facilities, annual inventory and reports of those facilities. 

· Arranges, prepares and submits staff travel-related documents and maintains travel information.

· Maintains financial records; processes accounts payable, purchasing and travel documents.

· Prepares correspondence, reports, minutes, agendas, memos, forms, and other documents and communications from drafts, recordings, or verbal instruction.

· Assists with logistics and scheduling of WNTP events and activities.

· Creates, maintains, and enter information into databases.

· Schedules and confirm appointments for participants, customers, or supervisors.

· Prepares and issues receipts for payments.

· Establishes and maintains an effective paper and/or electronics filing system, recording information, updating paperwork, or maintaining documents.

· Maintains and operates office equipment and performs or coordinates general maintenance and repair when equipment malfunctions.

· Photocopies, collates, distributes, and files documents.

· Orders, dispenses, and maintains inventory of office supplies.

· Maintains a log for vendor expense.

· Receives, logs, and routes incoming mail, faxes or other material and answers to routine letters.

· Performs other duties as required or assigned, as applicable to the job description.

Requirements

Minimum Qualifications:

· Associate’s Degree plus one year administrative or secretarial experience; or equivalent combination of education and experience. 

Knowledge, Abilities, Skills, and Certifications:

· Knowledge of history and culture of the Washoe Tribe of Nevada & California customs and tradition.

· Knowledge of principles for providing customer service. 

· Knowledge of administrative and office procedures and systems, managing files and records, transcription, designing forms, and workplace terminology. 

· 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.

· Knowledge of the economic, educational, health and social challenges of Native Americans.

· Ability to establish and maintain professional relationships with individuals of diverse cultures, ethnic and socioeconomic status while always maintaining cultural sensitivity.

· Ability to represent the organization in a professional manner, building respect, confidence and actively looking for ways to help participants.

· 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 work independently with minimal supervision.

· Skill in interacting with people in all social, economic, cultural, spiritual and emotional places.

· Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software.

· Skill in communicating effectively in the English language both verbally and in writing.

· Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

· Skill in applying judgment in the release of and safeguarding confidential information

Physical Demands:

Requires the ability to perform physical activities that may include, but are not limited to, sitting, standing, walking, bending, kneeling, reaching, climbing, and carrying or lifting objects up to 25 pounds. Occasionally drive to various sites for case reviews, meetings or training. The role may involve repetitive motions, fine motor skills, and the use of hands and fingers to handle, feel, grasp, or operate tools, equipment, or controls.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. The employee may occasionally travel between office sites and may be requested to assist with community events, training, and/or office coverage which may require nights, weekends and/or overnight stays with minimum notice.

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 screens
• 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