ADMINISTRATIVE COOR TRIB ADMIN

The Pueblo of Sandia; Bernalillo (NM); On-site; USD 36,000 - 54,000; Full time

Job summary

The Pueblo of Sandia is seeking an Administrative Assistant to support Tribal Administration with a focus on receptionist duties, calendar management, and document preparation.

The role requires strong typing, communication, and organizational skills, with experience in minutes transcription and notary services being a plus. A high school diploma or GED is required, and the position involves handling confidential records and supporting the Annual Feast Day event.

Qualifications

• Typing speed of 40 wpm or faster with accuracy.
• Strong written and verbal communication skills.
• Excellent organizational abilities and attention to detail.
• Ability to multitask and prioritize in a busy office.
• Experience transcribing meeting minutes is preferred.
• Notary services may be required.

Responsibilities

• Oversees and administers day-to-day office activities and reception.
• Manages calendars, travel arrangements, and correspondence.
• Welcomes guests and Community Members to the office.
• Prepares non-routine letters and memos with proofreading.
• Organizes confidential records and records management.
• Draf ts and revises policies and procedures as needed.
• Transcribes minutes for Tribal Council meetings when requested.
• Schedules meetings, video conferences, and conference calls.

Skills

Typing 40 wpm

Communication

Organization

Multitasking

Minutes transcription

Notary services

Education

High School Diploma or GED

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Database software

Job description

Position SummaryUnder the direct supervision of the Tribal Administrative Director, performs a variety of administrative and staff support duties for Tribal Administration, which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors and refers administrative problems and inquiries to the appropriate department.Our philosophy is built on the principles of integrity, fairness, collaboration, communication, and recognition for performance excellence. Meeting all performance standards leads to attracting and retaining a qualified workforce, provide opportunities for qualified team members, and contribute towards the ongoing success at Pueblo of Sandia today and in the future.Essential Duties and ResponsibilitiesOversees and administers the day-to-day activities of the office such as handling in-person and phone interactions, maintaining calendars and travel arrangements, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.Creates a welcoming atmosphere for guests and Community Members, making them feel valued and comfortable.Manages the reception area and conference rooms, ensuring they are clean, organized, and presentable.Performs research/analysis on specific issues and independently prepare non-routine letters and/or memos.Addresses and resolves issues or complaints with a positive and solution-oriented approach.Manages and maintains a large volume of paper and electronic documents, which consist of confidential records, and organizational documents of the Pueblo of Sandia.Assures clerical assignments are professionally complete and free of errors by thorough proofreading and checking grammar.Assists with organizing the Pueblo’s Annual Feast Day.Drafts and revises Policies and Procedures.Runs errands for Business needs and/or Council Meetings.Serves as a back-up to transcribe minutes for Tribal Council meetings and other organizational committee meetings when requested by their Direct Report.Schedules meetings, Video Teleconferences and appointments and coordinate conference calls.Contacts Tribal Council members for meeting reminders.Scan documents into the Records Management electronic systemProvides Notary services.Assists with Tribal keys and reserves Tribal vehicles.Builds professional work relationships with all team members while supporting a strong collaborative work environment.Punctual and regular attendance is an essential responsibility for all team members and are expected to report to work based upon the assigned scheduled each day in accordance with the Attendance Policy for Pueblo Sandia.Additional ResponsibilitiesReceives, sorts, logs, and distributes mail; prepares outgoing mail.Compiles, prepares, and maintains telephone directory.Orders office supplies and prepares requisitions for supplies as necessary.Maintains, drafts and revises the administration logs and general office forms.Performs additional duties and responsibilities as necessary or assigned.Key Performance IndicatorsThis position has Key Performance Indicators (KPI’s) identified as a measurement of success. KPI’s will be shared with all team members who work in this job title and feedback will be provided regarding the successful completion of the KPI’s as part of the performance review process.Knowledge, Skills, and AbilitiesPossesses the ability to type at least 40 wpm accuratelyUtilizes efficient oral and written communication skills and proper use of grammar.Possesses organizational and interpersonal skills and deal effectively with the public, and exercise tact, courtesy, and initiative in handling routine problems.Possesses ability to multi-task and prioritize work assignments.Possesses ability to record and transcribe minutes at meetings and operate a multi-line telephone system.Demonstrates ability to work independently and efficiently, and exercise own initiative and good judgment in daily activities.Possesses strong attention to detail, organized, and able to work under pressure managing frequent and competing deadlines.Ability to process a large volume of routine to complex correspondence.Knowledge of general office methods, procedures, and equipment to include office filing systems.Knowledge of Tribal policies, procedures, and operations desirable.Knowledge of Microsoft Word, Excel, Outlook, PowerPoint and various database software packages.Education and ExperienceRequired:High School Diploma, GED certification or equivalent.Three (3) years general office experienceTwo (2) years of experience in an executive administrative level.Note: Relevant work experience or education may be substituted to satisfy education and/or work experience.License/Certifications/RegistrationsMust possess and maintain a valid, unrestricted New Mexico Driver’s License.Must be able to successfully pass a stringent background investigation.Will require a pre-employment and random drug screening.Physical Requirements/Working ConditionsThe following selected physical activities are required to perform the essential functions of this positionPhysical RequirementDescriptionCrouchingBending the body downward and forward by bending leg and spine.Hand/Finger DexterityPicking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.GraspingApplying pressure to an object with the fingers and palm.HearingPerceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.Arm/Leg MovementLeg lift or twistLiftingRaising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. (Up to 40 pounds)Pulling/CarryUsing upper extremities to exert force to draw, haul, or tug objects in a sustained motion.PushingUsing upper extremities to press against something with steady force to thrust forward, downward, or outward.ReachingExtending hand(s) and arm(s) in any direction.SeeingThe ability to perceive the nature of objects by the eye.WalkingJob requirements include, in the performance of duties, walking throughout the work area, on various work surfaces throughout internal or external locations.Sitting and/or standingParticularly for sustained periods of time.Stooping/Bending and TwistingBending body downward, forward and/or twisting by bending spine at the waist.TalkingExpressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.List Working Conditions Required:Requires the mobility to operate a Tribal vehicle to attend meetings, conferences, etc.Ability to work in an office setting and the physical ability to work additional hours or days of work when necessary.