Public Works Administrative Specialist

Prairie Island Indian Community; Welch Township (MN); On-site; USD 38,000 - 47,000; Full time

Job summary

The Prairie Island Indian Community is seeking an Administrative Assistant to support the Public Works and Infrastructure Department. This role handles correspondence, scheduling, records management, purchasing, and budget monitoring, while maintaining accuracy and confidentiality.

Responsibilities include coordinating meetings, managing calendars, processing invoices, and ensuring smooth office operations.

Qualifications

• High school diploma or GED required.
• Minimum two (2) years of administrative support experience.
• Proficient with Microsoft 365 applications (Word, Excel, Outlook, PowerPoint).
• Strong organizational, written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Must pass background check and possess valid driver’s license.

Responsibilities

• Provide day-to-day administrative support for the Public Works and Infrastructure Department and assist department director and staff with office coordination and follow-up activities.
• Receive and review incoming mail; answer phone calls; take and route messages; and maintain department calendars and scheduling information.
• Prepare and type routine correspondence, forms, requisitions, proposals, reports, spreadsheets, and other department documents as requested.
• Maintain and organize department files and records, including confidential information, in accordance with applicable records-retention practices.
• Process and follow up on financial and purchasing documents, including travel requests, payment requests, requisitions, purchase orders, invoices, and training forms, in accordance with established policies and procedures.
• Track office-supply expenditures; order supplies; and coordinate maintenance or replacement of standard office equipment as needed.
• Coordinate distribution and tracking of work orders and maintain records, status information, and statistical data related to work-order activity.
• Schedule and coordinate meetings, activities, and requests involving outside agencies, vendors, or other departments as directed.

Skills

Strong organizational skills

Written & verbal communication

Confidentiality handling

Time management

Attention to detail

Education

High school diploma or GED

Associate degree in office administration (preferred)

Tools

Microsoft 365

Job description

The Prairie Island Indian Community is seeking an Administrative Assistant to support the Public Works and Infrastructure Department. This role handles correspondence, scheduling, records management, purchasing, and budget monitoring, while maintaining accuracy and confidentiality.

Responsibilities include coordinating meetings, managing calendars, processing invoices, and ensuring smooth office operations.