Administrative Assistant

Tohono O'odham Nation; Sells (AZ); On-site; USD 35,000 - 42,000; Full time

Job summary

Tohono O'odham Nation in Sells, AZ invites applications for a general clerical and administrative support role. Under supervision, you will handle correspondence, scheduling, filing, data entry, and receptionist duties.

You will work with staff and the public, maintain calendars, prepare travel arrangements, and ensure forms are complete according to policies.

Qualifications

• High School Diploma or GED with at least two years of clerical experience.
• Proficiency in word processing, spreadsheet, and data entry.
• Excellent written and verbal communication; customer service oriented.
• Ability to manage calendars and coordinate meetings.
• Knowledge of records management and basic accounting is a plus.

Responsibilities

• Create correspondence, reports, minutes, and memos from drafts or notes.
• Photocopy, collate, and distribute documents.
• Prepare outgoing correspondence and enter data into databases for reporting.
• Maintain office supplies and basic equipment maintenance.
• Provide receptionist duties and respond to inquiries from staff and the public.
• Review forms for completeness and coordinate meetings and travel as needed.

Skills

Word processing

Spreadsheets

Database software

Customer service

Time management

Communication

Education

High School Diploma or GED

Two years clerical experience

Tools

MS Word

Excel

Databases

Job description

Position Summary

Under general supervision, performs a variety of routine clerical and administrative support duties.

The position is located in Sells, AZ.

Position Summary
Under general supervision, performs a variety of routine clerical and administrative support duties.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor.

Essential Duties And Responsibilities

• Creates correspondence, reports, minutes, agendas, or memos from drafts, recordings or verbal instruction.
• Photocopies, collates, and distributes documents.
• Prepares outgoing correspondence, including emails, faxes, and memos. Creates spreadsheets and enters information into databases to meet reporting requirements.
• Maintains inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence.
• Performs receptionist duties; greets and directs visitors; takes and conveys phone messages; provides information in response to requests from other employees and the public.
• Reviews and verifies forms for completeness in accordance with established policies and procedures.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings.
• Obtains travel information as required; makes travel arrangements according to established policies and procedures; prepares required documents and submits for approval.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, And Abilities

• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of the Tohono O\'odham culture, customs, and traditions.
• Knowledge of business writing, spelling, grammar and punctuation.
• Knowledge of records management and basic accounting procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in coordinating multiple schedules, meetings and events.
• Skill in providing superior customer service to internal and external customers.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to work extended hours and various work schedules.
• Ability to type and enter data and verify accuracy of information.
• Ability to travel within the interior/exterior boundaries of the Tohono O\'odham Nation.

Minimum Qualifications

High School Diploma or General Education Diploma and two years\' work experience in the clerical field, or an equivalent combination of training, education, and work experience, which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements

• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver\'s license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O\'odham Nation tribal employer\'s insurance requirements to receive a driver\'s permit to operate program vehicles.
• Based on the department\'s needs, incumbents may be required to demonstrate fluency in both the Tohono O\'odham Language and English as a condition of employment.