Senior Administrative Assistant

The Senior Administrative Assistant will provide administrative support to the Office of Tribal Public Health (OTPH) Director and Assistant Director. Incumbent will be responsible for maintaining calendar for OTPH Director, reconciling credit card statements, answering calls and emails, and varied clerical/administrative work of a difficult nature requiring judgment and at times creativity in completing tasks. Independently performs work of a regular and recurring nature within broadly defined practices and procedures and performs complex clerical work of the department under limited supervision.

Also provides clerical and secretarial support to various staff members, boards, or committees to contribute to efficient operations. The ability to multi-task while maintaining complex schedules is essential in this position. The ideal candidate is highly adaptive to change, detail oriented, possess exemplary time-management skills, resourceful, a good problem solver, has a positive personality, works well independently and within a team, and is organized.

Reporting Relationship:
The Senior Administrative Assistant is supervised by the Director of the Office of Tribal Public Health.

Location:
Nashville Headquarters

Duties and Responsibilities:
1. Type letters, reports, documents, and a variety of other material from rough draft, clear copy, or notes, using word processing software, including formatting, data collection and tabulation.
2. Prepares and sends correspondence and form letters on general matters where instructions are clear and precedence is followed.
3. Facilitates completion, collection, and flow of required forms/documents such as purchase orders/ requisitions, invoices/requests for payment, requests for information, and travel vouchers.
4. Maintains strict confidentiality of operations and records as directed.
5. Handles arrangements for board and committee meetings; notifies board/committee members and appropriate individuals of meeting details; records, transcribes and distributes minutes of meetings as required.
6. Maintains various reference files, assembles, and organizes data, and prepares necessary reports.
7. Research clerical material and edits for inclusion into reports; recognizes variations and verifies completeness and accuracy of printed material.
8. Schedules appointments, gives information to callers, handles or refers complaints/problems as appropriate, and generally assists in supportive clerical work; schedules meetings; makes travel arrangements; takes notes to record minutes of meetings and transcribes, as required.
9. Reviews and verifies documents, general reports and records for accuracy and conformance to departmental rules and procedures.
10. Interprets and applies established policies and procedures where clear and ample precedents have been established; searches documents to answer factual inquiries and to locate information.
11. Maintains records on budget expenditures and reconciles routine accounts; orders supplies and equipment.
12. Handles and processes incoming department calls; screens calls and takes messages; directs inquiries to the proper source and answers questions within the context of established policies and procedures, with contact sometimes of a difficult nature; may initiate routine correspondence in performance of duties and response to services.
13. May lead or direct the work of other support staff and/or temporary staff as assigned or provide assistance and back-up as needed.
14. Other duties as assigned by appropriate Department Director.

Qualifications & Requirements:
1. Associates Degree in Business Administration or closely related field obtained from an accredited college or technical school that has equipped the applicant with the specific knowledge, skills and abilities to successfully perform the duties of the position. Documented experience in a paid related position will be considered in lieu of a degree.
2. Minimum of three years increasingly responsible administrative work experience required.
3. Considerable knowledge of standard offices practices and procedures, equipment and clerical/secretarial techniques, including computer literacy and proficiency related to a variety of software applications.
4. Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Ability to operate a variety of office equipment, including microcomputers and other electronic equipment.
5. Must possess excellent verbal and written communication and organizational skills.
6. Must possess cultural sensitivity and ability to work within the customs and traditions of various Tribal Nations and organizations.
7. Effective time management skills.
8. Ability to thrive in diverse environment.
9. Ability to show initiative, be conscientious and relate effectively with co-workers and the public.
10. Ability to travel and work irregular hours, on an as needed basis.

USET / USET SPF is committed to Native American Preference and is an Equal Opportunity…