Administrative Assistant

This position is a covered position as defined in the Coquille Indian Tribe Chapter 185 Child Protection Ordinance.

Candidate must pass a pre-employment drug screen and Criminal and Character Background Check.

SUMMARY OF MAJOR FUNCTIONS Under the direct supervision of the OSO Office Manager, the Administrative Assistant provides administrative, clerical, secretarial, and project support to the Office of Strategic Operations, ensuring smooth day-to-day operations across OSO's programs and departments (Grants, Planning, Project Management, and Information Services).

ESSENTIAL DUTIES AND RESPONSIBILITIES Produce, draft, and finalize documents, correspondence, reports, flyers, and other materials for OSO.Copy-edit and check report formatting, as needed.

Assist with keeping the OSO electronic policy manual organized and updated as directed.

Assist with keeping the OSO internal SharePoint site organized and updated as directed.

Assist with procurement for OSO, including preparing and managing electronic processing of check and purchase order requests in Microix, including managing recurring invoices for payment.

Assist with supply order management, receiving supplies and equipment, invoice and financial reconciliation, and other office support duties.

Support processing and tracking contracts, grants, and agreements through the Internal Review process.

Support the OSO Onboarding and Employee recognition programs.

Assist with travel and training arrangements for OSO staff, using established process outlined by CIT Travel and Events Coordinator.

Support OSO Meeting logistics, including coordinating Outlook calendar schedules, assisting with video conferencing set-up for remote meetings, and assisting with meeting arrangements, including catering orders for OSO staff.

Attend designated OSO leadership, program, and department meetings; accurately record, prepare, distribute, and maintain meeting minutes and related documentation as directed.

Staff the OSO front desk, greeting visitors as needed and serving as the point of contact for solicitation calls and general inquiries.

Receive, sort, and distribute incoming mail, packages, and deliveries for OSO staff.

Support the collection and delivery of inter-office mail across Tribal departments.

Assist at Tribal Events.

Provide backup support and coverage for the Office Manager and Executive Assistant as needed; serve as primary backup for the OSO Office Manager.

Work cooperatively with programs and departments outside of OSO to accomplish assigned tasks.

Provide additional administrative support services as directed.

Other duties as assigned.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.

PHYSICAL REQUIREMENTS Requires the ability to communicate verbally, repetitive movement of the wrists, hands and/or fingers, often requires walking, standing, sitting for extended periods of time, raising or lowering objects, stooping and occasionally requires lifting up to 50 pounds. Will often be required to travel by automobile, commercial or private carrier. Local travel is frequently required, statewide and national travel is occasionally required.

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others.

KNOWLEDGE, SKILLS, AND ABILITIES Individuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job using some other combination of skills and abilities.

Demonstrated proficiency using Microsoft 365 applications, business software, and digital tools to create, edit, manage, and maintain correspondence, reports, spreadsheets, presentations, and electronic records.

Excellent verbal and written communication skills, with strengths in team building and cooperative problem-solving; ability to maintain a pleasant, helpful demeanor in stressful or emotional…