Administrative Support Services Specialist

Pascua Yaqui Tribe; Guadalupe (AZ); On-site; USD 39,000 - 56,000; Full time

Job summary

Pascua Yaqui Tribe seeks an Administrative Support Services Specialist to apply broad policies, procedures, and applicable laws in daily duties, including processing applications, verifying information, recording payments, and preparing reports.

You will assist management with budget monitoring and revisions, maintain confidential files, handle accounts payable and receivable, respond to inquiries, and provide excellent customer service to staff and the public.

Qualifications

• Associate's Degree plus two years of administrative support experience, or equivalent combination of education and experience.
• Strong organizational and recordkeeping skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide complex administrative support including processing confidential documents, preparing meeting materials, and reviewing records.
• Prepare and review documents for payments, purchases, travel reimbursements, and training.
• Prepare reports and correspondence, research information, and verify details for accuracy.
• Assist management with budget monitoring and revisions; ensure correct expenditures and revenue reporting.
• Maintain confidential files for accounts, payroll, and personnel information; respond to inquiries.

Skills

Confidential data handling

Customer service

Communication skills

Independent work

Microsoft Office

Education

Associate's Degree

Tools

Microsoft Office

Job description

The Administrative Support Services Specialist will apply a broad knowledge of policies and procedures and applicable laws and regulations in the performance of duties. Duties may include processing applications, verifying information, providing information to staff and public, recording documents, reconciling expenses, tracking projects, preparing reports, receiving, and recording payments; may make budget revisions as requested.

1. Provide complex, specialized administrative support in preparing and processing confidential documents, prepare and review patient records, prepare meeting agendas and minutes, maintain departmental data and/or other related documents.
2. Prepare and review appropriate documents and forms to assist with payment requests, purchase requests, employee travel and reimbursement, and employee training.
3. Prepare and review a variety of reports, business correspondence, patient charts, and/or summaries as directed; research and verify information for inclusion.
4. Assist management with monitoring and the modification of the department budget for assigned area; ensure expenditures and revenue reports are correct; prepare revisions as needed.
5. Maintain and update confidential files and paperwork related to accounts receivable, accounts payable, payroll, personnel issues, or tribal information.
6. Respond to sensitive requests for information and assistance; provide information regarding applicable rules, policies, and regulations; resolve citizen concerns and complaints; refer inquiries as appropriate.
7. Perform other duties of a similar nature or level as requested by supervisor or director

Knowledge of:

• Clerical and office support practices;
• Customer service principles;
• Recordkeeping principles;
• Basic accounting and budget modification principles;
• General mathematical concepts;
• Report preparation techniques;
• Assigned department operations and functions;
• Applicable federal, state, local laws, rules, and regulations;
• Yaqui culture, customs, resources and traditions and/or a willingness to learn.

Skills and Abilities:

• Maintain confidential files and records;
• Apply and explain applicable laws, codes, regulations, policies, and/or procedures;
• Use proper English, grammar, punctuation, and spelling;
• Compile data and information;
• Prepare meeting agendas and minutes;
• Provide customer service;
• Work independently;
• Prepare a variety of business correspondence, records, reports, documents and forms;
• Operate a variety of office equipment, including a computer, fax/scanner, adding machine, and related software applications;
• Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Have ability to sufficiently exchange or convey information and receive verbal and written work instructions.

Associate's Degree, plus two (2) years of administrative support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

And

• Must possess and maintain a valid Arizona Driver's License

Special Requirements:

• Must be proficient in Microsoft Office;
• Some positions require a Clearance Card, Gaming License, or Homeland Security Background Check. Must have a current Level 1 Arizona Clearance Card, Homeland Security Background Check, Arizona Gaming License or be able to obtain within ninety (90) days of hire. Failure to maintain a current background clearance will result in termination from this position.