This position is responsible for providing administrative and clerical support to the Maintenance Department by managing office workload, maintaining records, coordinating schedules and meetings, preparing documents, and assisting with departmental operations. In addition, you are the HEART of our Five-Star Experience for guests and fellow Team Members. This includes embodying our Service Promise: We are the Twenty-Nine Palms Band of Mission Indians Team, where your experience is our top priority. Every person and detail matters. Our commitment is to provide outstanding guest service, making every person's experience our priority through consistent service expectations with HEART. Hello, Engage, Anticipate, Respond, Thank.
Provide outstanding customer service to guests and all other employees by exceeding our mission statement.
Deliver our HEART Experience to Guests and all Team Members by embodying our Mission Statement and Service Promise while adhering to department service standards. This entails consistency performing our service expectations of: Hello, Engage, Anticipate, Respond, Thank.
Answer and screen director’s and managers' telephone call and arrange conference calls.
Assess whether callers and/or visitors should have access to information being requested in order to ensure that confidential information is disseminated to authorized persons only.
Assist departmental personnel in the use of computer software/hardware and forms.
Compose correspondence from a rough draft regarding a wide variety of subjects.
Research, compile, and type statistical reports.
Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
Assist with scheduling meetings and maintaining calendars for department leadership as directed.
Coordinate with other administrative staff on all intra-unit operations and procedures; participate in regular supervisory staff meetings and unit staff meetings to discuss and consider operational matters and problems and maintain consistency and coordination of office procedures.
Enter information (e.g., investigations, evaluations, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
Establish updates and maintain manual filing systems and computer software programs.
Provide general information regarding department procedures and work processes to support daily operations and facilities effective coordination of work activities.
Gather and summarize data for briefs, reports, and correspondence from computerized tracking system and manual files to provide accurate information.
Greet visitors in person to provide assistance and/or refer to appropriate staff member.
Responsible for the functioning of all office equipment by serving as liaison with service representatives and recommending replacement equipment.
Maintain personnel records, including vacation and sick leave, as well as prepares bi-weekly payroll time sheets for approval.
Review and distribute department’s in-coming mail and then forward to appropriate staff members for response and prepare outgoing mail for pick-up.
Order and maintain supplies and arrange for equipment maintenance.
Order offices supplies, repair services, plaques and awards; track and picks up order.
Organize and maintain file system and file correspondence and other records.
Prepare typed copy (e.g., correspondence, minutes, memoranda, briefs, agendas, contracts, reports, etc.) from written or oral information in order to produce error free documents.
Prepare various forms and requests (e.g., purchase requests, purchase requisitions, travel requests, Team Member Corrective Actions, etc.).
Prepare/distribute bulletins and newsletters regarding a wide variety of subjects.
Process time and activity records for district, section, bureau or division to ensure timely entry of records of time worked and activities performed by employees.
Query Electronic Mail System (EMS) and/or Lotus Notes to obtain information for section personnel.
Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by employer.
Remain current on modern office and job-specific procedures through job-related training courses in order to apply appropriate methodologies.
Review and proofread a variety of information to ensure accuracy of information, consistency with administrative policy, format, and working and grammatical correctness.
Must follow all safety policies and procedures and attend all scheduled safety meetings and training as a condition of employment.
Ensure compliance with all Minimum Internal Control Standards (MICS) as well as all Tribal Internal Control Standards (TICS).
Present a positive image of the Tribal organization to its guests and vendors and to assist them as required.
Must follow all safety policies and procedures and attend all scheduled safety meetings and training as a condition of employment.
Able to make difficult decision in a fair and honest manner.
Strong verbal and written communication skills.
Perform any other duties that may be assigned from time to time.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to talk and hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to use upper extremities, including but not limited to, hands and fingers to handle, or feel; reach with hands and arms. They may be occasionally required to climb or balance, stoop, bend, push, pull, twist, kneel, crouch, or crawl. The employee must occasionally lift up to 25 pounds and/or push, pull up to 50 pounds. The employee is occasionally required use repetitive movements to complete tasks. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Employee may be occasionally required to work in low light conditions, and may be exposed to loud noise for extended periods.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The Twenty-Nine Palms Band of Mission Indians has a resolution on file with Human Resources to ensure that Indian Preference will be adhered to in the following order in accordance with IPA:
1. Tribal Members
2. Other Native Americans
3. All other ethnic groups
