Administrative Support Services Supervisor

Pascua Yaqui Tribe; Tucson (AZ); On-site; USD 52,000 - 72,000; Full time

Job summary

The Pascua Yaqui Tribe is seeking an Administrative Support Services Supervisor to oversee administrative staff and the day-to-day operations of an office in Tucson, AZ. You will supervise staff, manage budgets, train personnel, and implement policies and processes for the department.

Responsibilities include preparing reports, coordinating meetings, handling confidential documents, and ensuring compliance with department procedures.

Qualifications

• Associate's Degree plus four years of administrative support experience.
• Must possess and maintain a valid Arizona Driver's License.
• One year of lead or supervisory experience is preferred.
• One year of experience with budget modification procedures is preferred.
• Proficient in Microsoft Office.

Responsibilities

• Supervise staff, prioritize and assign work, conduct performance evaluations, ensure staff are trained and follow policies/procedures, maintain a healthy and safe working environment.
• Provide administrative support, maintain department and employee schedules, coordinate meetings and agendas, track and review confidential paperwork, edit and prepare reports, oversee supply and inventory orders, research requested information, and provide related support.
• Develop and prepare documents and forms to assist with payment requests, purchase requests, employee travel and reimbursement, and employee training.
• Oversee and maintain confidential files and paperwork related to accounts receivable, accounts payable, payroll, personnel issues, or tribal information.
• Provide complex, specialized administrative support in preparing and processing confidential documents, publish notices, process payroll, prepare meeting agendas and minutes, maintain departmental data and related documents.
• Manage and maintain administrative budget for assigned area; ensure expenditures and revenue reports are correct; prepare revisions as needed.
• Prepare, maintain, and update departmental procedures for compliance, operations, and staff activities.
• Attend trainings for assigned department as needed.
• Perform other duties as requested by supervisor or director.

Skills

Staff supervision

Budget management

Microsoft Office

Communication

Recordkeeping

Education

Associate's Degree

Job description

Job Summary

The Administrative Support Services Supervisor is responsible for supervision of administrative support staff and the day-to-day operations of an office. Duties include monitoring budgets, preparing budget revisions, coordinating training, preparing reports, and developing and implementing policies and processes appropriate to department.

The Administrative Support Services Supervisor is responsible for supervision of administrative support staff and the day-to-day operations of an office. Duties include monitoring budgets, preparing budget revisions, coordinating training, preparing reports, and developing and implementing policies and processes appropriate to department.

Principle Duties and Responsibilities

• Supervise staff, prioritize and assign work, conduct performance evaluations, ensure staff are trained and follow policies/procedures, maintain a healthy and safe working environment, making hiring, termination, and disciplinary recommendations.
• Provide administrative support, such as maintaining department and employee schedules, coordinating meetings and agendas, tracking and reviewing confidential paperwork, editing and preparing various reports, overseeing supply and inventory orders, researching requested information, and providing related support.
• Develop and prepare appropriate documents and forms to assist with payment requests, purchase requests, employee travel and reimbursement, and employee training.
• Oversee and maintain confidential files and paperwork related to accounts receivable, accounts payable, payroll, personnel issues, or tribal information.
• Provide complex, specialized administrative support in preparing and processing confidential documents, prepare and publish legally required notices, process payroll, prepare meeting agendas and minutes, maintain departmental data and/or other related documents.
• Manage and maintain administrative budget for assigned area; ensure expenditures and revenue reports are correct; prepare revisions as needed.
• Prepare, maintain, and update departmental procedures for compliance, operations, and staff activities.
• Attend various trainings for assigned department as needed.
• Perform other duties of a similar nature or level as requested by supervisor or director.

Knowledge Of

• Required Knowledge, Skills, and Abilities
• Supervisory principles;
• Clerical and office support practices;
• Assigned department operations and functions;
• Customer service principles;
• Recordkeeping principles;
• General mathematical concepts;
• Report preparation techniques;
• English language, grammar, and punctuation;
• Applicable federal, state, local laws, rules, and regulations;
• Yaqui culture, customs, resources and traditions and/or a willingness to learn.

Skills and Abilities

• Supervise and evaluate employees;
• Manage and execute multiple tasks;
• Maintain various confidential records;
• Prioritize and assign work;
• Maintain files and records;
• Develop and prepare a variety of business correspondence, records, reports, documents and forms;
• Provide customer service;
• Apply and explain applicable laws, codes, regulations, policies, and/or procedures;
• Prepare and proofread a variety of reports and/or documentation;
• Operate a variety of office equipment, including a computer, scan/fax machine, 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.

Education, Certifications And Experience Required

Associate's Degree plus four (4) 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.
• One year of lead or supervisory experience is preferred.
• One year of experience with budget modification procedures is preferred.

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.

The Pascua Yaqui Tribe provides 22 days of Paid Time Off which increases with years of service and 15 paid Holidays per year. We offer a comprehensive healthcare benefit package that surpasses or rivals the biggest organizations in Tucson. We encourage you to stay healthy by providing an onsite Wellness Center. Additionally, the Tribe offers a 401(k) Plan with a generous match in which you're immediately vested along with a profit sharing plan after one year of employment. Sworn police and and fire employees are eligible to make Pre-Tax and After-Tax contirbutions to the Arizona Public Safety Personnel Retirement Systems ("PSPRS").

Do you have an Associate's Degree plus four (4) years of administrative support experience?

• Yes
• No

Do you have a High School Diploma and (6) years of administrative support experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job?

• Yes
• No

Do you have 1 year of experience with budget modification procedures?

• Yes
• No

Do you have one (1) year of lead or supervisory experience?

• Yes
• No

Are you Proficient in Microsoft Office Software?

• Yes
• No

Do you have an AZ Level 1 Fingerprint 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.

• Yes
• No

Do you have a current valid Driver's license?

• Yes
• No
• Required Question