Secretary; Senior Services Job Scottsdale area,Arizona USA,Administrative/Clerical

Position: Secretary (Senior Services)

Definition

Definition
:
Under the general supervision of the Director, Manager and/or Supervisor, provides essential administrative support for designated Senior Services Divisions:
Administration, Food Service and Transportation. This position provides a variety of administrative tasks and special projects, that ensure the efficiency of service delivery and improvement of department practices and procedures. This job class is treated as FLSA Non-Exempt.

Distinguishing Features

Distinguishing Features
:
This position is distinguished from the Clerk job classification by emphasis on more complex administrative and coordinator tasks. Is responsible for managing high-volume service operations according to assigned division.

Essential Functions

Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is illustrative only and is not intended to be a comprehensive list of functions performed by all positions in this classification.

Administration: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely, and professional manner.

Administration - Tasks Provides direct administrative support to division managers and/or supervisors. Acts as a primary customer service representative for the department. Process People Soft financial requests and Time & Labor entries. Assists with daily management of Time & Labor and scheduling support. Assists with compiling statistics, data gathering for annual budget process. Arranges and oversees department staff travel, travel claims, per-diem, accommodation, and airfare as required.

Assists with transcribing department meeting minutes as assigned. Tracks and maintain inventory levels of office supplies and equipment, ensuring timely reordering, organizing storage, and keeping accurate records to support departmental needs.

Schedule & Document Organization and oversight of appointments and obligations on behalf of the department and its leadership.

Manages department calendar duties by scheduling, updating, and canceling appointments as needed. Schedules meetings by arranging meeting spaces, organizing necessary technical supports, and providing agendas, ensuring all participants have the relevant information and details ahead of time. Manages filing system and scans/uploads monthly, quarterly and annual reporting. Sorts and prioritize mail for distribution. Organizes, secures and maintains all department documents to ensure they are relevant, current, accessible and compliant with regulatory standards.

Oversees scanning, tagging, and categorization and preparation for the department’s content management system. Generates regular reports to improve process and efficiency.

Assignment Specific Tasks
:
Responsible for listed tasks under Transportation and Food Service Division.

Coordinates transportation logistics and supports food service operations. Maintains driver and vehicle records. Facilitates communication between dispatch and field staff. Manages HDM-related data and communications. Assists with senior meal service and activity confirmations.

Special Projects
:
Assists with special projects as assigned by the Director or designee. Helps maintain and update resource materials for special projects. Dispatches real-time information to drivers regarding pick-ups, drop-offs, HDM activity, and special events.

Miscellaneous
:
Performs other job-related duties as assigned by the Executive Secretary, Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics

Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
Knowledge of advanced customer service principles and techniques.
Knowledge of department policies, practices and procedures.
Knowledge of computerized office systems.

Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
Skill with organizational tasks.
Skill multitasking.
Skill listening and communicating effectively at all levels of the organization and Community.
Skill preparing written correspondence and reports.
Skill using the personal computer and related software including MS Windows and MS Office.

Ability to type on the computer 40 net words per minute.
Ability to effectively handle more complex assignments.
Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
Ability to provide excellent customer service.
Ability to clearly communicate verbally and in writing.
Ability to adapt to changing work situations and assignments.
Ability to work effectively and calmly in a high-stress work environment.
Ability to respond to inquiries in a timely, accurate and courteous…


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