Administrative Assistant II

Artesian Hotel; Ada (OK); On-site; USD 32,000 - 45,000; Full time

Job summary

Chickasaw Nation is seeking an Administrative Assistant II to support the Area of Public Health at the Apila Center. The role involves coordinating travel, preparing agendas and minutes, and ensuring accurate information flow.

Essential duties include front desk coverage, calendar management, and maintaining documentation. Requires 2 years of related experience, strong MS Office skills, and the ability to work in a team environment within an office setting.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 2 years of related administrative experience.
• Proficient with Microsoft Office and office equipment.
• Able to maintain confidentiality and handle sensitive information.
• Background check required.

Responsibilities

• Assist with all administrative support for the Public Health team.
• Coordinate travel arrangements and process travel requests.
• Prepare meeting minutes, agendas, and distribute documents.
• Maintain calendars, schedules, and timekeeping as needed.
• Manage office supplies, equipment, and vehicle maintenance scheduling.
• Provide front desk coverage and respond to inquiries professionally.

Skills

Microsoft Office

Communication

Multitasking

Filing skills

Time management

Education

High School / GED

Associates Degree

Experience in lieu of degree

Tools

Printers and scanners

Job description

Description

We are currently looking for aFull Time Administrative Assistant IIto join our Area of Public Health team located at the Apila 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
• Ensures compliance
• Able to adhere to all scheduling and attendance requirements
• Ability to maintain a high level of confidentiality in all matters
• Must be able to exert analytical and critical thinking skill
• Focus on a single task for pro-longed periods of time
• Must be detail-oriented
• Ability to work independently
• Honesty, truthfulness, reliability, accountability
• Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
• Ability to multitask
• Organizes work and assigned area logically and orderly
• Filing skills
• Define problems, collect data and establish facts
• Works well within a team
• Organizational and time-management abilities
• Ability to plan, organize and follow through on assignments
• Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
• Writes effective communications with team, departments, guests and management

Skills:

Essential:

• Intermediate skill using Microsoft Office products
• Printers and scanners

Experience:

Essential:

• 2 years directly related experience

Education:

Essential:

• High School, GED or Equivalent
• Associates Degree in directly related field

Essential:

• Associate’s degree or years of experience in lieu of degree

Credentials:

Essential:

• Pass general background check
• Standard Driver's License

Working Conditions:

Essential:

• Works in an office setting
• Pass pre-employment drug test
• Sometimes bend, kneel, stoop, push, reach
• Sometimes lift and or carry up to 15 lbs

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

Mission:

• To enhance the overall quality of life of the Chickasaw people.

Vision:

• To be a nation of successful and united people with a strong cultural identity.

Core Values:

• The Chickasaw People
• Cultural Identity
• Servant Leadership
• Selflessness
• Can Do Attitude
• Perseverance
• Stewardship
• Trust and Respect
• Loyalty
• Honesty and Integrity
• Teamwork