Administrative Assistant

Artesian Hotel; Ada (OK); On-site; USD 28,000 - 38,000; Full time

Job summary

Chickasaw Nation in Ada, OK is seeking a full-time Administrative Assistant for the Dental Services area. You will provide essential administrative support to ensure high-quality service for internal and external customers.

Responsibilities include travel arrangements, meeting coordination, calendar management, report preparation, and front desk coverage. No prior experience is required, and general duties will support a collaborative team environment.

Qualifications

• Must follow written and oral instructions.
• Excellent organizational and time-management abilities.
• Ability to work in a team and maintain professional communications.

Responsibilities

• Assist with travel arrangements and coordinate travel plans.
• Prepare meeting minutes, agendas, and distribute documents.
• Maintain calendars, schedule staff meetings and events.
• Provide front desk coverage and respond to inquiries professionally.
• Process routine administrative tasks and prepare reports (weekly/monthly/quarterly/annual).

Skills

Follow instructions

Time management

Teamwork

Professional communication

Education

High School, GED or Equivalent

Tools

Microsoft Office Suite

Printers and scanners

Time management system

Office equipment

Job description

Description

We are currently looking for a Full Time Administrative Assistant to join our Area of Dental Services team located at the Chickasaw Nation Medical Center.

Summary

Assists with all administrative support required to efficiently and effectively provide consistent high quality services to both internal and external customers.

Responsibilities

• Assists with all aspects of travel arrangements
• Coordinates travel arrangements
• May prepare and process travel requests, travel claims and check requests
• May compose and type trip itineraries
• Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
• Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
• Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
• Provides coverage/assist with the front reception desk as needed
• Schedules staff meetings, conferences, and events
• Manages and orders office inventory, equipment, uniforms and/or other operational supplies
• Creates and submits requisitions according to departmental needs
• Develops and maintains documentation as appropriate — files, logs, records, reports, etc.
• Assists as directed in budgetary expenditures
• Creates and maintains the scheduling of division vehicle maintenance
• Assists with timekeeping in the time management system as needed
• Maintains management’s calendar of appointments and staff meetings
• Routes, logs, prepares and/or distributes incoming and outgoing mail
• Prepares individual and group correspondence
• Completes all required departmental documentation
• Answers the phone, transfers call, takes messages and screens calls per guidelines for areas served
• Prepares weekly reports
• Prepares monthly reports
• Prepares quarterly reports
• Prepares annual reports
• Provides first class customer service to both internal and external customers and responds to inquiries, compliments, and/or complaints with professionalism, courtesy, and efficiency
• Completes all training and development requirements and participates in continuing education opportunities
• Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
• Maintains a clean, organized work area and ensures a safe environment
• Maintains and promotes professionalism
• Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
• Adheres to Chickasaw Nation dress code standards
• Maintains knowledge of and follows all rules, regulations, policies and guidelines for assigned area
• Performs all other duties as assigned

Competencies

• Essential: Able to follow instructions, both written and oral
• Essential: Able to adhere to all scheduling and attendance requirements
• Essential: Focus on a single task for pro-longed periods of time
• Essential: Must be detail-oriented
• Essential: Honesty, truthfulness, reliability, accountability
• Essential: Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
• Essential: Understand Native American culture and tribal programs
• Essential: Organizes work and assigned area logically and orderly
• Essential: Filing skills
• Essential: Define problems, collect data and establish facts
• Essential: Works well within a team
• Essential: Organizational and time-management abilities
• Essential: Ability to plan, organize and follow through on assignments
• Essential: Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
• Essential: Uses voice in authoritative manner
• Essential: Writes effective communications with team, departments, guests and management
• Essential: Keeps written records

Skills

• Essential: Must be familiar with the Microsoft Office Suite of products
• Essential: Printers and scanners

Experience

• Essential: No prior experience required

Education

• Essential: High School, GED or Equivalent

Credentials

• Essential: Pass general background check
• Essential: Standard Driver's License

Working Conditions

• Essential: Works in an office setting
• Essential: Communications phone, computer
• Essential: Communications written, verbal
• Essential: Effective work relationships inside and outside organization
• Essential: Pass pre-employment drug test
• Essential: Sometimes bend, kneel, stoop, push, reach
• Essential: Use computer up to 100% of shift
• Essential: Operate normal office equipment
• Essential: Able to drive assigned vehicle types
• Essential: Sometimes lift and or carry up to 25 lbs
• Essential: Sitting up to 100% of shift

Training

It is the responsibility of each employee to attend required training for their position or profession as determined by their line of support (LOS) or the leadership of the Chickasaw Nation. It is the responsibility of those who supervise, manage or otherwise lead employees or teams to ensure each employee has access to and receives all required training.

Mission, Vision & Core Values

• To enhance the overall quality of life of the Chickasaw people.
• To be a nation of successful and united people with a strong cultural identity.
• The Chickasaw People
• Cultural Identity
• Servant Leadership
• Selflessness
• Can Do Attitude
• Perseverance
• Stewardship
• Trust and Respect
• Loyalty
• Honesty and Integrity
• Teamwork