Tribal Administrator Administrative Assistant

Tribal Administrator Administrative Assistant

The incumbent is responsible for ensuring the orderly flow of a variety of activities for three (3) Tribal Administrators within the Office of the Governor.

Administration

$17.76

The incumbent is responsible for ensuring the orderly flow of a variety of activities for three (3) Tribal Administrators within the Office of the Governor; including correspondence management, travel arrangements, final document completion, file maintenance, preparation of and tracking procurement documents, setting up meetings and conferences, and coordinating routine reporting activities. This position is one of high visibility, requiring good interpersonal skills.

Contacts will include various SFP administrative and program staff, tribal representatives, federal, state, county, and municipal governmental agency representatives, and the general public.

• Receives and manages office calls and visitors. Utilizing knowledge of the organization, programs, operations and procedures makes proper disposition of inquiries. Resolves conflicts and refers matters to the Tribal Administrators when appropriate.
• Maintains appointments schedules for the Tribal Administrators. Schedules meetings, including space, time, agenda, and attendees. Takes minutes, prepares and distributes final meeting notes to staff.
• Arranges all travel needs for the Tribal Administrators, arranges schedule of visits, secures travel and hotel reservations, and prepares required travel documentation and reports. Tracks and arranges all required training for Tribal Administrators.
• Coordinates all correspondence and routes action items to appropriate staff. Assists in tracking of action items to ensure timely completion of office tasks.
• Ensures final document completion. Composes letters or memos from verbal or written instructions for the appropriate signature. For correspondence requiring the signature of the Tribal Administrator or Governor, assists in logging of correspondence and proofreading for grammar, assembly, format, attachments, ensuring accuracy and completeness.
• Establishes and maintains files.
• Develops and maintains automated data bases, spreadsheets, and graphics using various software packages in support of office activities and operations.
• Procures supplies and equipment, maintains property inventory records and performs other tasks necessary to meet office support needs.
• Provides backup for telephone calls and visitors to the Office Manager and Receptionist.
• Provides support to other Office Managers, Secretaries, Receptionists, and Assistance as necessary to ensure smooth workflow.

* Note* This position description in no way states or implies that these are the only duties performed by this employee. He or she will be required to follow any other instruction or to perform any other duties requested by his or her supervisor.

Additional Responsibilities: To perform the duties of this position successfully, and individual must possess the knowledge, skills and abilities shown below:

• Knowledge of rules and regulations related to confidentiality of sensitive information.
• Knowledge of policies and procedures governing technical aspects of Tribal business operations.
• Knowledge of the substantive programs of the Pueblo of San Felipe as they relate to the clerical and administrative functions of the office.
• Knowledge of recordkeeping techniques.
• Demonstrated skill in oral and written communication.
• Knowledge of grammar, spelling, punctuation, and required formats
• Must be able to type 40 words per minute.
• Skill in using personal computers and software such as word processing, spreadsheets, graphics, desktop publishing, internet access and retrieval and database management.
• Ability to understand and follow verbal and written directions.
• Ability to work cooperatively with co‑workers
• Knowledge of duties, priorities, commitments, policies and program goals of the Tribal Administrators.
• Knowledge of basic rules, procedures and practices for correspondence preparation and control, mail distribution, filing system, records management, travel regulations, and other administrative functions.
• Knowl…