Administrative Support Assistant

Strongbow Strategies, LLC (Strongbow) is actively recruiting for an Administrative Specialist to join our project team in Santa Fe, NM.

Strongbow is a premier Native American Women Owned SBA Certified 8(a) business, SBA Certified Economically Disadvantaged Women Owned Small Business (EDWOSB), SBA Certified HUBZone business, Small Disadvantaged Business (SDB), and an Indian Small Business Economic Enterprise (ISBEE). We provide responsive, agile and customer focused solutions that enable our government, tribal and commercial clients to meet their management and technical challenges.

Key Duties/Responsibilities

• Receives and routes incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of written communication. The Contractor may need to obtain guidance on proper disposition of correspondence. Tracks controlled correspondence. Use standard or form letters and replies to inquiries. Prepares outlines for correspondence/reports.
• Performs office automation duties to prepare documents such as correspondence, forms and reports which can include technical material, graphs and charts. Enters information into established databases and similar systems which track various administrative activities of the organization. Services of a qualified typist required.
• Keeps the appointment and meeting schedule for the Director of the organizational unit serviced, and those of other senior staff members as directed. Serves as the point of contact for scheduling meetings for conference rooms. Schedules appointments, coordinates meetings, and/or schedules conferences. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members.
• Receives calls and visitors from within and outside the immediate organizational unit.
• Responds to general inquiries and answers procedural questions about the organization and common work practices or policies. Resolves problems or issues of a general nature. Complex issues or problems are referred to by the supervisor for resolution.
• Performs a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. The work may include purchasing supplies utilizing prescribed purchasing guidelines and procedures, establishing and maintaining filing systems and preparing and assisting with documents associated with travel of the staff.
• Performs coordination of orientation of new staff and contractors and tracks required training for all staff.
• Prepare travel requests for first duty or transfer employees and provided information to new employees on how to fill out their travel vouchers.
• Receives telephone and personal callers and utilizes knowledge of organization programs, operations and procedures to make proper disposition of inquiries. Screen inquires to the extent necessary to clarify the nature of the call and information requested. Refers callers directly to persons designated or to supervisor or staff members.
• Utilizes computer to type in final form correspondence, including travel orders, several different types of memoranda and guidance. Assures correct format, spelling, paragraphing, grammar syntax, punctuation, continuity, clarity and neatness.
• Takes fingerprints and makes sure investigation documents are completed and forwarded to the Office of Federal Investigations Center, Boyers, PA.
• Timekeeping Duties in ITAS for the Santa Fe Indian Health Center.
• Performs other duties as assigned that are directly related to this position.

• Have at least five years of recent and relevant experience in general office work.
• Proficiency in MS Word, Excel and Teams.
• Database and File Management Skills
• Basic Financial Literacy
• Event Coordination and Logistics Management experience
• Ability to work with multicultural patients and interpreters as necessary for non-English speaking patients (Navajo Speaker is a plus).
• Be a high school graduate or equivalent.
• Must possess a valid driver's license.