On-Call/As-Needed Office Coordinator- OPEN UNTIL FILLED

Ponca Tribe of Nebraska; Niobrara (NE); On-site; USD 32,000 - 48,000; Full time

Job summary

The Ponca Tribe of Nebraska is seeking a substitute Office Coordinator to staff the front reception and lobby areas, provide program support, and greet visitors in a courteous manner.

Responsibilities include handling clerical tasks, routing clients to appropriate programs, maintaining confidentiality, managing mail and supplies, and coordinating calendars and facility access. Some travel may be required.

Qualifications

• High school diploma or GED required.
• Excellent written and oral communication skills.
• Ability to pass drug and alcohol testing and background checks.
• Willingness to travel.

Responsibilities

• Greet and assist visitors and callers in a professional manner.
• Provide administrative and clerical support to programs.
• Direct clients to appropriate services and coordinate follow-ups.
• Maintain confidentiality and HIPAA compliance.
• Assist with office supply orders, mail, and faxes.
• Oversee building opening/closing; manage calendars and room bookings.
• Log and report on vehicle use and related records.

Skills

Excellent communication

Willingness to travel

Education

High school diploma or GED

Associate degree (preferred)

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Ponca Tribe of Nebraska is a federally recognized Tribe with its ancestral homeland located in Niobrara, NE. The Tribe does not have a reservation in the classic definition; rather, the Ponca Restoration Act defined its jurisdiction as a ‘Service Delivery Area’ comprised of 15 counties throughout parts of Nebraska, Iowa, and South Dakota. Within its Service Delivery Area, the Tribe offers a broad range of health, social, educational, and cultural services.

This position is to serve as a substitute Office Coordinator, filling in on an as-needed basis based on business necessity. Incumbent will be responsible for the maintenance and operation of the front reception office and lobby area. Assist in coordination of program support activities. Ability to greet people in person or on the telephone pleasantly and properly.

Essential Responsibilities and Duties

• Pleasantly greet and welcome all members, clientele, visitors, etc. entering the reception area as well as those calling in by telephone to ensure that they are adequately served.
• Administrative program and clerical support to what each program offers and its scope of work.
• Direct clientele to appropriate program.
• Assist in necessary follow-up helpful to general clientele.
• Maintain complete confidentiality and honor the Privacy Act and HIPAA in all site-related activities.
• Assist with the security and safety of keys.
• Assist with officesupply orders/check in/ inventory.
• Maintain office equipment/inventory.
• Log and distribute all incoming and outgoing mail and faxes
• Oversee GSA vehicles and logs.
• Send monthly GSA reports to the Finance Department.
• Maintain and keep track of calendars for conference room meetings and facility rentals.
• Coordinates the opening and closing of the building.
• Other duties as assigned.

Relationships and Authority

This position has no supervisory duties but will respond to requests of employees in the assigned offices as it relates to the responsibilities of this position.

Working Environment and Physical Demands

This position is exposed to high stress situations involving personnel, family, and visitors. Physical requirements include carrying/lifting up to 5 pounds, frequently; up to 10 pounds, regularly; and up to 25 pounds, occasionally. Visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to drive an automobile and operate computer keyboard and basic office equipment; subject to carrying, lifting, twisting and reaching to perform essential job functions. Working conditions are primarily in an office environment with occasional travel to other locations

Qualifications

Minimum:

• High school diploma or GED
• One year of office experience
• Computer proficiency in Microsoft Word, Excel, and PowerPoint programs
• Excellent written and oral communication skills
• Successfully pass drug and alcohol testing, education, character, and criminal background checks
• Able and willing to travel

Preferred:

• Associates degree in administrative assistant or similar field.
• One year of experience in office coordination
• Valid driver’s license and be insurable.
• One year of experience working with Native Americans or Native American organizations
• Knowledge and understanding of Public Law 93-638: Indian Self-Determination Act, Tribal organizations and funding opportunities

Preference will be given to Ponca Tribe of Nebraska members or members of a federally recognized tribe. However, all qualified individuals are eligible.

The Ponca Tribe of Nebraska is an at-will employer.