Administrative Support Technician

Ak-Chin Indian Community; Maricopa (AZ); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Vacation leave

Health benefits

401k

Disability insurance

14 holidays

Job summary

Ak-Chin Indian Community seeks an administrative support specialist for the Health and Human Services Department in Arizona. Under supervision, you will handle documents, filing, data reports, scheduling, and client intakes with an emphasis on accuracy and confidentiality.

The role requires experience in office operations and strong communication, with a focus on efficient workflow and interdepartmental coordination. A valid AZ driver’s license is required.

Qualifications

• Experience equivalent to three years full-time administrative support; Associates Degree/cert may substitute for two years.
• Must possess a valid Arizona Driver’s License and meet insurance requirements.

Responsibilities

• Transcribes, types, and edits documents for supervisor’s approval.
• Assembles and maintains files/records; prepares materials for action.
• Prepares reports by gathering data from unit files/records.
• Maintains sign-in log of client appointments and visitors.
• Processes POs and invoices; checks accuracy and completeness.
• Requisitions supplies/equipment and inventories deliveries.
• Coordinates conferences, travel for HHS staff.
• Maintains appointment calendars for staff.
• Goes to unit activities; organizes workflow; performs other duties.

Skills

Office management

Business English

Computer skills

Record keeping

Confidentiality

Customer service

Time management

Communication

Education

Associates Degree or certificate in Office Management

Tools

MS Office

Database software

Spreadsheet

Job description

Under general supervision performs a variety of administrative support functions for the Health and Human Services (HHS) Department.

Benefits:

• vacation/personal sick leave
• health benefits (medical/dental/vision)
• 401k
• short/long-term disability
• 14 holidays

Wage offer will be based on experience and will not exceed the mid-point of the salary/wage range. Employees may progress through the full salary range subject to their successful performance and annual budget approval.

Experience equivalent to three years full-time administrative support for an executive, social or behavioral service agency; OR completion of an Associates Degree or certification in Office Management or closely related area may substitute for two years of the required experience; OR an equivalent combination of training and experience which provides the capabilities to perform the position duties. Must possess a valid Arizona Driver’s License and be able to meet the Community’s insurance carrier requirements (no DUI/DWI violations within the last 3 years.)

• Transcribes, types, and edits a variety of documents, correspondence, reports, and related documents for supervisor’s approval.
• Assembles and maintains files/records, and updates and prepares material for action.
• Prepares monthly, periodic and special reports by gathering data and other information from unit files/records.
• Maintains sign-in log of all client appointments and visitors.
• Processes purchase orders and invoices for payments, including checking for clerical and mathematical accuracy and completeness, and if further action is needed.
• Responsible for the requisitioning of all supplies/equipment and the inventory of all deliveries.
• Coordinates conference/workshop attendance and travel arrangements for the HHS staff.
• Maintains appointment calendars by scheduling meetings and appointments for the HHS staff.
• Maintains and documents some client program participation as well as court ordered services.
• Develops and maintains a resource listing for the program and its’ clients.
• Assists the HHS staff with the intake screening and assessment of applications for HHS programs.
• Greets visitors, screens and responds to incoming mail and telephone calls, as well as initiating referral services for individuals.
• Attends a variety of unit related activities, events and functions as directed by supervisory staff.
• Organizes and expedites work flow through the office
• Performs other work-related duties as assigned.

• Knowledge of the principles and practices of office management.
• Knowledge of proper business English, spelling, grammar, and basic arithmetic.
• Knowledge of a variety of computer software, including word processing, database and spreadsheet applications.
• Skill in preparing a variety of records, reports, and correspondence using appropriate format.
• Skill in following complex oral and written instructions, and understanding and interpreting complex rules, regulations, policies, and procedures.
• Knowledge and skill in maintaining filing/records systems.
• Skill in operating a variety of office equipment, including word processor, computer terminal, typewriter, adding machines, fax machines, printers, copiers, and networked telephones.
• Ability to establish and maintain effective working relationships with co-workers, Community Council and Community Members, Federal and State personnel, other tribal agencies and the general public.
• Ability to create an organized, efficient working environment.
• Ability to interact tactfully and courteously with others.
• Ability to maintain strict standards of confidentiality in and out of the office.