Office Specialist

Tohono O'odham Nation; Sells (AZ); On-site; USD 22,000 - 30,000; Full time

Job summary

The Tohono O'odham Nation seeks a detail-oriented administrative assistant to provide secretarial support to directors and managers in Sells, AZ. Under close supervision, you will handle receptionist duties, maintain filing systems, process documents, and assist with correspondence and forms.

Responsibilities include greeting visitors, routing calls, preparing documents, proofreading, and supporting office operations.

Qualifications

• High School Diploma or GED with 1 year of general clerical work experience or equivalent.
• Ability to type 40 WPM (Full Level) and 30 WPM (CLI).
• Proficiency in grammar, spelling, and math per levels.
• Background check and driving license requirements may apply.
• Fluency in Tohono O'odham language and English could be required by department.

Responsibilities

• Greet public and visitors; handle information requests.
• Accept and route calls; take messages and schedule appointments.
• Manage filing systems and maintain accurate records.
• Prepare memos, letters, reports, minutes, and labels.

Skills

Customer service

Office organization

Written communication

Time management

Multi-line phone etiquette

Education

High School Diploma or GED

Tools

Typing 40 WPM

Job description

The position is located in [Sells, AZ].

Position Summary:

Under close supervision, provides secretarial assistance to director, office manager, and/or administrative assistants on a day-to-day basis.

The work is normally reviewed in progress and upon completion of each assignment to ensure accuracy, timeliness, and conformance to established standards; most aspects of the work tasks are covered by detailed instructions or procedures.

Essential Duties and Responsibilities (Depending on area of assignment, incumbent may not be required to perform some of the duties listed below.):

• Acts as a Receptionist and performs receptionist duties.
• Greets the public and other employees in person or over the phone, and obtains or provides information.
• Transfers calls and takes messages; assists customers in completing forms and documents; schedules customers for appointments; disperse and receives documents such as applications, time cards, invoices, and verifies them to ensure accuracy and completeness.
• Designs or modifies filing systems to improve efficiency and effectiveness; files information alphabetically, numerically, and chronologically according to office procedure to maintain organized and accurate filing systems.
• Locates and retrieves records from manual or computerized systems
• Creates new files and purges old files; updates and corrects file information to maintain accurate files; merges and assembles files to maintain records; delivers and/or picks up files to provide requested information.
• Receives and sends documents via fax machine; and sends mail using inter-office or U.S. mail system; and process outgoing mail.
• Following specified formats, types and/or keys in a variety of documents including memos, letters, reports, minutes, labels, dockets, and receipts, using computer, printer, and/or typewriter.
• Composes correspondence for review by supervisor or manager; completes various forms to process requests or claims.
• Proofreads and/or spell checks documents to eliminate errors; copies documents using photocopier or computer printer to maintain records; creates documents such as charts, forms, and logs to meet departmental needs.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of English grammar, punctuation, and spelling, basic math.
• Knowledge of clerical office practices and procedures.
• Knowledge of alphabetic, numerical, and chronological filing methods.
• Knowledge of business telephone etiquette and procedures, including operation of multi-line equipment and message taking.
• Knowledge of basic bookkeeping.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Skill in providing superior customer service for internal and external customers.
• Ability to write legibly to record information.
• Ability to operate office equipment such as personal computer, copier, typewriter, printer, and fax machine.
• Ability to organize and prioritize work.
• Ability to compile and prepare reports.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

High School Diploma or General Education Diploma and one year work experience in general clerical work, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 40 WPM – (Full Level), 30 WPM – (CLI)
• Must demonstrate sixty percent proficiency in grammar, spelling and math – (Full Level), fifty-five percent proficiency in grammar, spelling, and math – (CLI).
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.