Administrative Assistant

Job Announcement: HR2025:129

Position Title:

Administrative Assistant
Advertising:
Publicly
Department:
Buildings & Grounds
Division:
Facilities
Immediate Supervisor:
Director-Buildings & Grounds
Department Director:
Director-Buildings & Grounds
Employment Status:
Non-Exempt
Position Type:
Regular Full-Time
Mandatory Reporter:
No
Background Check

Required:

Yes (data-sensitive)*
* Opening Date:
Friday, November 7, 2025
Closing Date:
Friday, November 14, 2025 5:00 p.m.

Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

The Poarch Creek Indians place a high value on individuals who share our commitment to community, tradition, and progress. As Alabama's only Federally Recognized Native American Tribe, we take pride in a history that spans generations and is deeply rooted in resilience and cultural heritage. Our mission is to uplift the lives of our Tribal Members, preserve our traditions, and drive innovation for a thriving future.

If you are passionate about serving with purpose and authenticity while fostering trust, unity, and growth, we welcome you to join us on this meaningful journey.

In our hourly positions, we look for dedicated individuals who value respect, take pride in accountability, and embrace a culture of collaboration and excellence. As an integral part of our team, you will contribute to a positive and supportive environment where every effort is appreciated, and every role is essential. Your commitment to upholding our values and maintaining a strong work ethic will help us achieve shared success.

The Administrative Assistant is a key line-level position responsible for providing assistance to the Director-Buildings & Grounds through secretarial functions and administrative coordination support to effectively discharge the responsibilities required by the department. This job description is not an all-inclusive list of the duties and responsibilities of this position. PCI Employees are expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs and departmental objectives, as assigned.

This role plays a strong commitment to understanding and embracing the Poarch Creek Indians Values of Perseverance, Opportunity, Accountability, Respect, Culture, and Honesty.

• Meets and greets the public and directs them to the proper staff.
• Coordinates travel arrangements for Department Staff.
• Provides clerical and administrative support functions including preparing, typing, and proofreading a wide variety of correspondence and reports as assigned.
• Manages all incoming communications, including phone calls, mail, and business visitors, ensuring they are promptly routed to the appropriate personnel.
• Schedules and maintains a centralized calendar of appointments, meetings, and appearances for department staff.
• Responsible for taking and transcribing meeting minutes.
• Responsible for maintaining the department’s centralized files, including program files for numerous projects, departmental employee files, and other needed files.
• Types purchase orders for monthly bills incurred by the Buildings & Grounds department.
• Serves as the primary point of contact for communication and information sharing between the department and all external Tribal departments.
• Communicates effectively with appropriate Facilities Division management regarding Buildings & Grounds department operations.
• Serves as a liaison for the department in communication with the Facilities Division Executive Assistant.
• Ensures that office supplies are adequately stocked; and coordinates with the Inventory Specialist to ensure supplies are ordered in a timely manner.
• Assists the Director-Buildings & Grounds in administration of program budgets and the preparation of all monthly, quarterly, and annual reports required ensuring accountability in the administration of applicable programs.
• Works in close proximity with the Director-Buildings & Grounds to assist in the decision making for operations, budget, and planning.
• Works closely with Finance to keep an accurate account of all billings that occur in the…