Administrative Assistant

POSITION TITLE: Administrative Assistant I

CLASSIFICATION:
Non-Exempt

DEPARTMENT: Language

SUPERVISOR: Cultural Resources Director

GRADE:
NE7 $15.29 ($31,807) - $22.93 ($47,711)

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.

• 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.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Maintains financial records; processes accounts payable, purchasing and travel documents.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, 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.
• Assists with scheduling of events and activities.
• Compiles participant lists for a variety of programs being offered by the program.
• Assists with program activities as needed and assists with intake appointments with potential clients.
• Performs database input.
• Schedules appointments for case management staff and completes intake appointments with new clients.
• Assists in creating files for new clients and maintains records of contacts.
• Provides benefit information for which a client is eligible as needed.
• Prepares and issues receipts for payments.
• 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.
• Maintains a log for vendor expense.
• Receives, sorts, logs, and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands for the Site Manager as needed.
• Performs other duties as required.

Requirements

• High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience.
• Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.
• Must be able to be insurable by the Tribe’s Driving Policy.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

• 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.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to maintain confidentiality.
• 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 carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines,…