Administrative Assistant II

Winstar; Sulphur (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

The Chickasaw Nation is seeking an Administrative Specialist to provide comprehensive support to a department and its Manager. The role includes clerical work, receptionist duties, and project-based tasks to project a professional image and ensure excellent customer service.

Key responsibilities include travel coordination, meeting minutes, calendar maintenance, report preparation, and budget support. Candidates should be proficient with Microsoft Office, have 2 years of related experience, and

Qualifications

• Requires proficiency in Microsoft Office applications and standard office equipment.
• Experience with document handling, filing systems, and record-keeping processes.
• Good communication and organizational skills are essential.

Responsibilities

• Supports travel and scheduling tasks to ensure timely operations.
• Maintains calendar, meetings, and correspondence for the department.
• Prepares reports and distributes documents for meetings.
• Respects confidentiality and handles sensitive information appropriately.
• Manages office supplies and equipment to ensure smooth daily work.
• Performs general clerical duties and front-desk coverage as needed.
• Assists with budget tracking and timekeeping systems as required.

Skills

Microsoft Office

Printers and scanners

Education

High School, GED or Equivalent

Associates Degree in related field

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

Job description

Sulphur, OK | Administrative | Full Time

Description

Summary: Provides a full range of administrative support to a department and/or Manager. Duties include general clerical, receptionist, and project based work. Project a professional company image through in-person and telephone interactions ensuring excellent customer service.

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