POSITION PURPOSE
Administrative Assistant will provide support and at times work independently on specific tasks and projects as assigned. This position has contact with employees and community members and shall communicate with staff and public in an effective manner. Perform duties with efficiency, accuracy, and neatness. Having self-motivation, attention to detail, the ability to multi-task, desire to learn, organizational skills are essential for the position. The incumbent has access to sensitive, confidential information and must be able to maintain those assurances.
essential Duties, functions, & Responsibilities
1. Greet all visitors in a welcoming manner, receive incoming calls, coordinates responses, while providing efficient services accurate information and present a professional image.
2. Observe and listen to visitors’ interests and assist the appropriate department.
3. Handle and process incoming and outing going mail by documenting, date stamping, and distributing to appropriate staff.
4. Receive telephone calls and visitors, and coordinates responses.
5. Organize work and priorities effectively under timeline pressure; and able to handle multiple tasks with attention to detail and adapt to frequently changing work demands.
6. Maintain professionalism when attending meetings and trainings.
7. Perform clerical and administrative functions such as drafting correspondence, organizing, and maintaining paper files, providing information to callers or visitors, arranging schedules for meetings and training, including making reservations for meeting rooms, scheduling participants, and notifying staff; maintains meeting minutes and prepares agendas.
8. Shall maintain a minimum of 20 hours per year of training pertaining to job duties.
9. Manage company vehicle maintenance and appointments.
10. Manage Requisitions, Purchase Orders and Check Request for the department.
11. Order and obtain office supplies, program inventory sheets, and cleaning supplies.
12. Maintain a clean and safe work environment.
13. Write letters and other correspondence, as needed for staff. Reviews documents to ensure completeness and appropriateness before mailing.
14. Organize and maintain files, records, manuals, policies, procedures, and other documents.
15. Maintain security of systems records, files, and confidentiality of materials (paper and electric filing).
16. Provide and/or arrange transportation as needed for clients/family.
17. Assess the need for and obtain resources for the families.
18. Enter information into Victim Services database system and retrieves information as needed.
19. Maintain effective professional public relations within the community and service agencies.
20. Participate in goal setting for Bois Forte functions and teamwork with other staff members.
21. Communicate effectively and work closely with co- workers, Manager, other agencies, and relay critical information and coordinate duties.
22. Strictly adhere to the Data Privacy Act, HIPAA regulations, policies, and procedures of the program.
23. Adhere to the requirements of a mandated reporter; submit reports and reports child maltreatment in accordance with the Tribal, State and Federal mandated reporting law requirements.
24. As an employee of the Bois Forte Reservation, will follow the Bois Forte Procurement Policy and any other applicable procurement requirements when obtaining goods and/or services for the Bois Forte Band of Chippewa.
25. Perform other duties as assigned, specific to the assigned department.
MINIMUM MANDATORY QUALIFICATIONS
Experience:
GRADE I
· Up to one (1) year of experience in an office support role.
· Up to one (1) year of customer service experience.
GRADE II
· One year or more Legal secretary experience or related field.
Education:
GRADE I
· High school diploma or GED equivalent.
Or
Three (3) years of related experience in a related field.
GRADE II
· Associate’s degree in Business Administrative or related field.
License/Certification:
Must possess a valid Minnesota driver’s license, be insurable under the Band’s RTC Automobile Policy, and be eligible to drive under any other motor vehicle use policies applicable to the position.
Mandatory Knowledge, Skills, Abilities and Other Qualifications:
· Knowledge of direct program services involving current standards in health care, child welfare, behavioral health, substance use, victim services, housing, elder & vulnerable adult, education, community referrals, to provide advocacy and enhance client functioning and access to identified community resources.
· Knowledge of providing clients with quality standards of service, evaluation of client satisfaction, and supportive services.
· Knowledge of human development and behavior, family dynamics, impact of trauma, culture, and disorders,
· Knowledge of computer software applications, internet, email, drafting documents, designing forms, data management, and tracking.
· Knowledge and ability to strictly adhere to the Data Privacy Act, HIPAA regulations, policies, and procedures of the program.
· Strong work ethic, maintain proper attendance, be dependable and on time, work flexible schedule and be able to follow and adhere to applicable policies.
· Ability to listen effectively, giving full attention to what other people are saying, taking time to understand points being made.
· Strong communication skills, ability to deliver information effectively, and speak clearly, and ask questions as appropriate.
· Communication skills for writing, understanding, documenting, preparing reports, corresponding, and researching.
· Strong self-motivation skills, adaptable to changes and able to work independently, as well as with others and accept supervision.
· Strong organizational skills, maintain clean office area, filing, compiling information, maintaining records, and prioritizing issues.
· Skill in operation of office equipment such as computers, facsimile, copier, scanners, telephone.
· Ability to multi-task with frequent interruptions and manage projects with varying deadlines.
· Ability to learn from training and apply to work performed.
· Ability to maintain documents, track referrals and enter electronic data accurately and promptly.
· Ability to provide excellent customer service skills, work as a team member, and work cooperatively with other agencies.
· Ability to handle crisis situations and intervene, respond, and function in highly stressful, or difficult situations and/or individuals, to deescalate individuals/families in uncooperative situations.
· Ability to assess immediate areas and safety, what constitutes intake assessment, what justifies an assessment, culture, evaluation of family strengths and needs, coordinating services.
· Ability to assist family needs, court reports, and referrals.
· Ability to comprehend Tribal, State and Federal laws, legal codes, court procedures, licensing standards, government regulations, executive court orders, agency policies and procedures, and ethics.
· Ability to be a mandated reporter, write/submit reports, and report child maltreatment in accordance with the Tribal, State, and Federal mandated reporting law requirements.
· Ability to organize, facilitate, and conduct meetings, attend team meetings, present ideas, and information.
· Ability to experience infrequent periods of moderate to high stress levels while working with families.
· Ability to use a variety of office equipment, possess working knowledge with Windows, Microsoft Outlook, Word, Power Point, and Excel.
· Ability to maintain self-care, be self-aware, and self-regulate, be able to ask for assistance when experiencing secondary work trauma.
· Ability to communicate directly with Supervisor to ensure program and organization is represented in a professional manner.
PREFERRED QUALIFICATIONS
· None.
Pay: From $16.05 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
