TRIBAL POST Administrative Assistant III en Washoe Tribe of Nevada and California

Description

POSITION TITLE: Administrative Assistant III

CLASSIFICATION:  Non-Exempt 

DEPARTMENT: Preparedness Resources Department

SUPERVISOR: Manager- Emergency Preparedness or Designee

GRADE:   NE9 $17.83 ($37,086) - $26.75 ($55,460)

Position Summary:

Under direct supervision the Administrative Assistant III performs a variety of administrative duties and tasks for the Washoe Preparedness Resources Department (WPRD). Maintains confidentiality of all privileged information.

Knowledge, Skills, Abilities:

· 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. 

· Prepare routing sheets for contract processing.

· Manage Alfresco digital management system.

· Coordinates schedules and calendar for the WPRD.

· Prepares leave requests and payroll timecards. 

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

· Prepares correspondence, reports, minutes, agendas, memos, forms, directories, 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.

· Processes background checks online and maintains WPRD confidential files.

· 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.

· Receives, sorts, logs, and routes mail.

· Attends meetings and takes minutes as requested.

· Knowledge of records management and basic accounting procedures.

· Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

· Ability to handle multiple tasks and meet deadlines.

· 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).

· Performs other duties as required.

Requirements

Minimum Qualifications:

· High School Diploma or GED plus five years administrative or secretarial experience; or equivalent combination of education and experience. 

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