Administrative Assistant (Executive Branch)

Tohono O'odham Nation; Sells (AZ); On-site; USD 30,000 - 40,000; Full time

Job summary

A tribal nation is seeking a Clerical Support specialist to perform various administrative duties, including managing correspondence, calendars, and office supplies. The ideal candidate will have a High School Diploma and at least two years of relevant experience. Knowledge of the Tohono O'odham culture and effective communication skills are essential. Candidates should be able to work independently and be detail-oriented. A valid driver's license may be required depending on the specific role requirements.

Qualifications

• High School Diploma or GED with two years of clerical experience.
• Ability to work independently and meet strict timelines.
• Knowledge of Tohono O'odham laws and culture.

Responsibilities

• Perform clerical and administrative support duties.
• Manage office inventory and perform minor maintenance.
• Coordinate meetings and manage calendars.

Skills

Business writing

Customer service

Records management

Word-processing software

Attention to detail

Verbal communication

Education

High School Diploma or GED

Tools

Spreadsheets software

Database software

Job description

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.