Govt. Transportation - Administrative Assistant - Closes

The Administrative Assistant is responsible for initiating and coordinating clerical and administrative functions to support operations. Position will assist with organization and tracking of diverse and complex multi-level projects related to planning, construction, land use and assisting with community, program and regional meetings.

• Prepares reports, memos, letters, emails and other documents using work processing, spreadsheet, database, electronic communications or presentation software.
• Assist with coordination, facilitation of community meetings and special projects as assigned
• Prepares and inputs data and tracks projects using Microsoft Project (Gantt project tracking).
• Prepares, reviews and retrieves correspondence and reports for editing purposes, maintains records, reports, filling systems, project binders.
• Tracks and reports on status and completion of assignments and projects, conveys necessary information relevant to performance of assignments and arranges resources for assignment completion.
• Assist Transportation Planner in maintaining official Transportation Inventory.
• Receives and processes documents for Transportation Planner signature and maintains various logs and tracking systems
• Plans, prepares and coordinates meetings, schedules, agendas and attends, takes and distributes meeting minutes.
• Makes recommendations regarding operational effectiveness, workflow and implement restructuring to improve efficiency of processes and procedures.
• Provides minimal supervision, direction and office management to student workers, interns and volunteers in absence of Transportation Planner
• Responsible for scanning, filing, archiving and shredding documents as assigned.
• Coordinates travel for Transportation Planner and ensure it's reconciled in a timely manner and complies with all travel policies
• Maintains annual calendar and scheduling as requested.
• Provides coordination of student workers, interns, and volunteers as assigned.
• Maintains and orders office supplies and equipment as assigned.

• Maintains confidentiality regarding bids, contractors, membership communications and related employment-based data, records, documents, reports, etc.
• Coordinates daily work in support of goals and objectives

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other Departments, executives, Board of Directors, outside vendor/service providers, general public and Tribal members.

Position light with lifting of 20 pounds and frequent lifting/carry up to 10 pounds. Physical factors include constant use of hearing/near vision and typing; frequent sitting; and occasional standing, walking, carrying/lifting/pushing and pulling of office supplies and small equipment, stooping, reaching, manual handling, midrange/far/field of vision and driving and bending. Working conditions include occasional exposure to weather/extreme cold. Potential hazards include constant computer use and occasional exposure to moving mechanical parts, electric shock, and infectious exposure from contact with public and equipment and occasional travel.

Education:

High School Diploma or GED required. Associate degree in Office Administration preferred.

Experience:

Three years of experience working in an office setting required.

Certification/License:
Must have a valid driver’s license and be insurable by the Sault Tribe Insurance Department. Must comply with annual license review and insurability standards. Must comply with the Sault Tribe’s Drug-Free Workplace Policy which may include random drug tests

Knowledge, Skills, and Abilities:
Must be able to work independently, exercise judgment, adapt to changing…