Administrative Assistant II

Washoe Tribal Health; Alameda (CA); On-site; USD 37,000 - 56,000; Full time

Job summary

Washoe Tribe of Nevada & California is seeking an Administrative Assistant II to provide essential administrative support in the TANF department. Responsibilities include answering calls, handling correspondence, managing calendars, and preparing documents with attention to accuracy and confidentiality.

The role requires an Associate’s Degree or equivalent experience, strong organization, and the ability to work with minimal supervision. A valid driver’s license and background check are required.

Qualifications

• Associate’s Degree plus one year administrative or secretarial experience; or equivalent combination.
• Valid California or Nevada driver’s license (within 30 days).
• Must pass pre-employment drug/alcohol screen and background check.

Responsibilities

• Answer and route incoming calls with professional etiquette.
• Screen correspondence; manage messages and voicemails.
• Maintain calendar and travel arrangements for the Regional Manager.
• Prepare and edit documents, reports, minutes and memos.
• Maintain filing systems and office supplies; handle purchasing.

Skills

Communication

Multitasking

Confidentiality

Time management

Education

Associate’s Degree

Equivalent experience

Tools

Word

Excel

Access

PowerPoint

Job description

CLASSIFICATION: Non-Exempt

DEPARTMENT: TANF

SUPERVISOR: Deputy Director

GRADE: NE8 $17.99 ($37,432) - $26.99 ($56,149)

Position Summary:

Under direct supervision the Administrative Assistant II performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.

• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Maintains financial records; processes accounts payable, purchasing and travel documents.
• Maintains calendar and appointments for the Regional Manager and for office.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Prepares and issues receipts for payments.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Maintains a log for vendor expense.
• Receives, sorts, logs, and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands for the Regional Manager as needed.
• Performs other duties as required.

Requirements

Minimum Qualifications:

• Associate’s Degree plus one year administrative or secretarial experience; or equivalent combination of education and experience.
• Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.
• Must be insurable under the Tribe’s Driving Policy.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
• Preference will be given to Qualified Native American Indians.

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management and basic accounting procedures.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work is generally performed in an office setting with a moderate noise level.

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy

Salary Description

GRADE: NE8 $17.99 ($37,432) - $26.99 ($56,149)