Administrative Assistant; Warehouse

Fort Defiance, Indian Rte 7 & Indian Rte 12, PO Box 649, Fort Defiance, AZ 86504, USA

Salary Range: $21.17 - $25.62/hour

APPLICANT MUST HAVE A VALID, UNRESTRICTED INSURABLE DRIVER’S LICENSE

RESUME AND REFERENCES ARE REQUIRED

• Perform diversified duties of an Administrative Assistant, interacting with a variety of individuals inside and outside the organization.
• Review, prioritize, and distribute incoming regular and electronic mail to appropriate individuals; maintain follow‑up system on action mail.
• Compose correspondence of moderate complexity without review; make responses regarding receipt of letters, etc.; type letters, memos, policies, procedures and/or reports, often of a confidential nature.
• Maintain staff calendars; schedule meetings; prepare and sequence agendas.
• Coordinate travel arrangements and itinerary preparation for Warehouse staff.
• Answer phones, take messages, and redirect calls to appropriate personnel or departments.
• Greet visitors, respond to inquiries of moderate complexity and sometimes sensitive in nature.
• Prepare reports by gathering, compiling, and summarizing information.
• Assist division Warehouse staff in procedural aspects of expediting office work, including distribution of workload for fluctuating workloads.
• Establish and maintain all files for the Finance Division Warehouse Department per record‑management policies.
• Prepare, establish and maintain tracking systems on commitment records, budgets for equipment purchases, travel expenditures, training, and supplies; check accuracy, update records, and check status of funds.
• Maintain confidentiality of Finance Division Warehouse information and records (sensitive PHI, personnel/payroll information).
• Adhere to HIPAA and Privacy Act of 1974.
• Provide excellent customer service skills while interacting with internal and external customers.
• Research, prepare presentations, and compile reports using Microsoft Office programs (Excel, Word, PowerPoint).
• Arrange departmental meetings, including location, time, and staff; assemble background material for agenda items; attend and record minutes for Finance Division Warehouse meetings and others as requested.
• Order supplies, services, and equipment by preparing and maintaining requisitions; maintain tracking system to ensure items received and follow up on orders; inventory received goods for accurate count.
• Maintain incoming P‑Card forms; assign request numbers, review procedures, upload to network location and notify requestor upon completion.
• Assume responsibility for Purchase Card (P‑Card) management and reconcile transactions monthly adhering to the purchase‑card policy.
• Rotate throughout the departments of the Finance Division.
• Perform other duties as assigned.

• Experience:
  
  Two (2) years of direct work experience.
• Education:
  
  Associate’s degree in business administration or related field, or equivalent experience.

FDIHB and its facilities are located within the Navajo Nation and, in accordance with Navajo Nation law, has implemented a Navajo/Indian Preference in Employment Policy. Pursuant to this Policy, applicants who meet the minimum qualifications for this position and who are enrolled members of the Navajo Nation will be given primary preference in hiring and employment for this position and members of other federally‑recognized Indian tribes will be given secondary preference.

Other candidates will be considered only after all candidates entitled to primary or secondary preference have been fully considered.