Administrative Assistant

The incumbent is responsible for ensuring the orderly flow of a variety of activities for three (3) Tribal Administrators.

Department:

Administration

Pay Grade:

$16.00 - $21.00 DOE

Job Description:

The incumbent is responsible for ensuring the orderly flow of a variety of activities for three (3) Tribal Administrators within  the Office of the Governor; including correspondence management, travel arrangements, final document completion, file maintenance, preparation of and tracking procurement documents, setting up meetings and conferences, and coordinating  routine reporting activities. This position is one of high visibility, requiring good interpersonal skills. Contacts will include  various SFP administrative and program staff, tribal representatives, federal, state, county, and municipal governmental agency  representatives, and the general public.

Duites:

  • Receives and manages office calls and visitors. Utilizing knowledge of the organization, programs, operations and procedures makes proper disposition of inquiries. Resolves conflicts and refers matters to the Tribal Administrators when  appropriate.
  • Maintains appointments schedules for the Tribal Administrators. Schedules meetings, including space, time, agenda, and  attendees. Takes minutes, prepares and distributes final meeting notes to staff.
  • Arranges all travel needs for the Tribal Administrators, arranges schedule of visits, secures travel and hotel reservations, and prepares required travel documentation and reports. Tracks and arranges all required training for Tribal Administrators.
  • Coordinates all correspondence and routes action items to appropriate staff. Assists in tracking of action items to ensure  timely completion of office tasks.
  • Ensures final document completion. Composes letters or memos from verbal or written instructions for the appropriate  signature. For correspondence requiring the signature of the Tribal Administrator or Governor, assists in logging of  correspondence and proofreading for grammar, assembly, format, attachments, ensuring accuracy and completeness.
  • Establishes and maintains files.
  • Develops and maintains automated data bases, spreadsheets, and graphics using various software packages in support of office activities and operations.
  • Procures supplies and equipment, maintains property inventory records and performs other tasks necessary to meet office support needs.
  • Provides backup for telephone calls and visitors to the Office Manager and Receptionist.
  • Provides support to other Office Managers, Secretaries, Receptionists, and Assistance as necessary to ensure smooth  workflow.

Additional Responsibilities: To perform the duties of this position successfully, and individual must possess the knowledge, skills and abilities shown below:

  • Knowledge of rules and regulations related to confidentiality of sensitive information.
  • Knowledge of policies and procedures governing technical aspects of Tribal business operations.
  • Knowledge of the substantive programs of the Pueblo of San Felipe as they relate to the clerical and administrative functions of the office.
  • Knowledge of recordkeeping techniques.
  • Demonstrated skill in oral and written communication.
  • Knowledge of grammar, spelling, punctuation, and required formats
  • Must be able to type 40 words per minute.
  • Skill in using personal computers and software such as word processing, spreadsheets, graphics, desktop publishing, internet access and retrieval and database management.
  • Ability to understand and follow verbal and written directions.
  • Ability to work cooperatively with co-workers
  • Knowledge of duties, priorities, commitments, policies and program goals of the Tribal Administrators.
  • Knowledge of basic rules, procedures and practices for correspondence preparation and control, mail distribution, filing system, records management, travel regulations, and other administrative functions.
  • Knowledge of customs and mores of the San Felipe community, and appreciation for the importance of traditional ways of lifestyle and language.
  • Ability to meet schedules and time lines.
  • Ability to plan and organize work effectively.
  • Ability to apply reasonable judgment to carry out instructions in written, oral, or diagram form, to the appropriate level of training.
  • Ability to maintain strict confidentiality concerning information based Federal, State, and Tribal Laws, regulations and personnel policies. (Release of confidential information to unauthorized individuals or parties is grounds for immediate  terminations.)

Qualifications:

  • An Associate’s Degree (AA) or equivalent from 2- year college or technical school.
  • 3 to 5 years of specialized experience which has equipped the employee with the particular knowledge, skills, and abilities to successfully perform the duties of the position.
  • Must have excellent communication skills – be able to articulate messages successfully.
  • Must have command of the English language, grammar, spelling, punctuation, and vocabulary.
  • Must have strong knowledge of the Keres language.
  • Ability to transcribe and interpret Keres into English and vice versa.
  • Excellent organizational and multi-tasking skills.
  • Must pass a background, drug & alcohol test.
  • Must pass a driver’s license check and maintain a valid NM driver’s license.
  • Must maintain a high level of confidentiality.
  • Must have the ability to meet schedules and timelines effectively.
  • Must have patience and ability to follow directions.
  • Must perform general secretarial skills with speed and accuracy. Must work efficiently.
  • Must work cooperatively with others.

Knowledge, Skills & Abilities:

  • Telephone skills.
  • Verbal and written communication skills.
  • Ability to read and interpret documents such as employee handbook, any number of instructions, routine reports, etc.
  • Ability to compose a letter or report in a professional manner.
  • Ability to articulate information to one person or a group of people.
  • Ability to maintain a high level of confidently.
  • Listening skills.
  • Ability to take direction well.
  • Organized and time managed skills.
  • Customer service skills.
  • Knowledge of Microsoft Office, Outlook, Excel, Word, PowerPoint, White Board.
  • Problem solving skills.

Working Conditions:

  • Works in an office setting siting and or standing for long periods of time.
  • Regularly use hands and fingers to operate a computer keyboard.
  • Sitting for extended periods of time.
  • Bending at the wrist, and kneeling or reaching to retrieve files.
  • Some local travel may be required.

Additional Info:

his position description in no way states or implies that these are the only duties performed by this employee. He or she will be
required to follow any other instructions or to perform any other duties requested by his or her supervisor.

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