Careers

Administrative Assistant (PIA)

The PIA Administrative Assistant will be responsible to support the functions of the PIA Department.

Job Description:

The PIA Administrative Assistant will be responsible to support the functions of the PIA Department by providing great communication with PIA staff, tribal staff, tribal community and vendors, completing purchasing documents, work orders, filing and all manner of other activities in support of the PIA.

Duites:

• Effective and prompt communication with Tribal Leadership, Tribal Administrators, PIA Director, PIA staff, Tribal staff and members, vendors and others through letters, emails, telephone and in person.
• Maintains cuff accounts, works with vendors and the finance department to ensure prompt and accurate payment of invoices.
• Tracks reporting deadlines, and assists the PIA Director in preparation of reports as needed.
• Develops needed internal forms for tracking data including: solid waste tonnage and costs, equipment uses, equipment maintenance, service requests from the community and others as needed.
• Follows internal procurement policies and communicates well with the Finance Department.
• Assists PIA Director, PIA Operations Manager and staff with procurement of specialized equipment and tools, and ensuring the vehicles and equipment are receiving timely maintenance. Maintain inventory of PIA equipment.
• Assists PIA Director with communication both internal and external, including effective communication with tribal members seeking services from the PIA.
• Assists in keeping the functions of the PIA flowing smoothly, tracking staff leave requests, compensatory time, and other needs.
• Works well with others, refrains from gossip, maintains strict confidentiality, and follows the Employee Handbook closely.
• Maintains files and cuff accounts for multiple grant contracts. Must be able to use excel, create organization systems and maintain the daily flow of Purchase Orders between the PIA and Finance Departments.
• Prepares accurate time sheets for the PIA and submits to Finance based on required timelines.
• Keeps accurate logs and copies of Purchase Orders, receipts, transactions, and communication.
• Must be able to balance multiple tasks and priorities.
• Keeps the PIA’s office well organized.
• Keeps and tracks logs of incoming and outgoing mail, keys, equipment, vehicles, etc.
• Works with Finance department on quarterly and year-end reports as required.
• Attends relevant meetings and trainings, assists with scheduling of meetings, note taking and other related activities.
• Contributes to the PIA team effort to accomplish desired outcomes.  
• Be proactive in performing duties as well as other duties as assigned or necessary.
• Prepare & distribute annual Consumer Confidence Reports (CCR)reports for water system.

Additional Responsibilities:

• Must be able and willing to work in a fast-paced setting, with attention to detail, and be willing to assume other related responsibilities as needed or directed. 
• Must take initiative to ensure tasks are completed quickly to ensure smooth flow of Department functions.
• Proficient in using computers, including the Microsoft Office Suite.
• Capable of working both independently and collaboratively within a team to meet deadlines and manage multiple tasks simultaneously.
• Strong communication skills and the ability to perform effectively in an office setting.
• Demonstrated ability to work with minimal supervision and ensure follow-up on tasks and assignments is completed in a timely manner.

Qualifications:

Education:  High School Diploma, GED or Associates Degree; experience (preferably tribal) and/or training in a related field

Experience/Basic Knowledge: expertise in typing, spreadsheets, business communications, filing, ability to communicate with a variety of entities and individuals, strong organization skill required, willingness to learn and work as a team required

Required Licenses/Certifications: Must have a valid New Mexico Driver’s License and be insurable under Tribal insurance policies.

Physical Requirements: include the ability to work in an office environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Preferences: San Felipe Tribal Member and Keres speaker preferred.

Working Conditions:

Must be able to work in an office setting and willingness to go out in the field to assist staff with relevant needs or assess vehicles as necessary. 

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