ADMINISTRATIVE ASSISTANT IV
FT/REGULAR
NE - LEVEL 5
SALARY: $ 16.33
GENERAL DEFINITION: The purpose of the position is to provide highly confidential, complex administrative support and technical support services to the Tribal Administration and Governor’s Office involving the use of independent judgement and personal initiative
SUPERVISION RECEIVED: Work is performed under the direct supervision of the Tribal Administrator or their designee.
SUPERVISION EXERCISED: No supervisory duties.
DUTIES:
Communicate effectively to internal and external program participants in writing, on the phone, and in person to assist the program to accomplish critical program related decisions.
- Answer and receive all incoming calls in a prompt and professional manner, directing calls to appropriate parties and taking messages.
- Receives and screens mail and telephone calls using discretion.
- Responds to and/or redirects callers to appropriate office or personnel.
- Collects and organizes information requested by the supervisor from others, making information available to others by mail, email, telephone, and providing more complex information on processes specific to the Office of the Governor/Tribal Administrator to staff, employees, other programs, and/or the public.
- Ensure clear communication and positive working relationships.
Coordinate program office management activities including meetings, correspondence, travel arrangements, records management, and other office duties as assigned.
- Maintain concise calendar of activities for elected officials including travel and meeting with Tribal Programs and members of the public.
- Manages and coordinates the workflow for burial assistance program.
- Prepare and distribute office correspondence, reports, logs and other office documents as required.
- Process and securely handle controlled and classified correspondence and documents.
- Prepare elected officials for scheduled meetings, conferences, and other events, including compiling, formatting, posting and distributing materials.
- Organizes, coordinates, plans and conducts events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets.
- Coordinates travel arrangements for Tribal Council members
- Prepares and requests travel authorizations for the staff.
Performs complex administrative, secretarial and clerical support services to the program.
- Prepares and processes a variety of letters and documents, which may include statistical reports, forms and contracts, resolutions, manuals, grant applications, purchase requisitions, and reports. Composes memos and other correspondence.
- Process mail including receiving, sorting, logging, and distributing incoming and outgoing correspondence and packages.
- Monitor inventories of supplies and materials to prepare vouchers for payment and requisitions for purchases.
- Prepares, processes, and maintains time and attendance records for the tribal administration staff and tribal council.
- Monitors status of routed correspondence, budgets and other documents in a timely manner.
- Arranges for equipment and vehicle maintenance and maintains monthly vehicle maintenance log for all units.
Maintains central filing and form system for the program, including confidential correspondence, forms, documents, reports, data and a variety of other materials assigned.
- Maintain records and files, databases and archives relevant records; retrieves stored records as requested by internal and external customers.
- Maintain and tracks Tribal Council agendas, resolutions and other Tribal Council action items.
- Process forms, such as time records, purchase requisitions and orders, and other documents specific to the Office of the Governor/Tribal Administrator.
- Files reports, correspondence, forms and other documents and retires inactive files.
- Enter and retrieve data from automated system(s) to generate reports and perform other automated processes.
Execute timekeeping duties to maintain attendance records for personnel.
- Prepares, processes, maintain and manage time and attendance records for the tribal administration staff and (8) members of the tribal council, coordinating and submitting timesheets for all of the above.
- Compile and post employee timekeeping data and manage clock-in/clock-out hours through the tribal automated system.
- Analyze and evaluate timekeeping issues.
- Reconcile leave records for accuracy.
Manage general fiscal documents to accurately monitor financial transactions.
- Maintain accurate and current information for cuff accounts, payment vouchers, purchase requisitions, data collection, travel expenses, accounts, and budget.
- Assists with preparation of program budget and budget revisions.
- Prepare purchase requisitions to maintain office supplies, materials and services.
- Maintain inventory control to ensure accurate record of supplies.
- Reconciles receipts of items on payment vouchers and purchase requisitions.
- Completes travel authorizations for Tribal Council upon return of travel
- Retrieves all travel data from each traveler upon return.
- Prepares and completes a travel and credit card expense reports.
- Submits to finance with accurate data and original receipts.
Performs other duties as assigned or necessary.
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of principles of the tribal government organization and functions. Knowledge of tribal programs, policies, procedures, funding and accountability systems and operations. Knowledge of budget and finance administration. Knowledge of office management principles, methods, and procedures to complete work assignments. Knowledge of organization, personnel, and fiscal management complete daily work assignments. Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records. Knowledge and understanding of practices of positive customer relations. Knowledge of modern office practices and procedures, business English, grammar, and mathematics. Skilled in operating a computer and using accounting software, word processing software, various spreadsheet programs, database software applications, e-mail, and business machines to prepare, review, and analyze financial reports and related documents. Skills in Customer Service techniques using listening, emphasizing, resolving, and diagnosing problems to resolve customer issues. Skilled in maintaining and operating all business machines. Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments. Ability to communicate clearly and effectively in Zuni, English and written English. Ability to organize information, prioritize work, juggle multiple tasks, and exercise independent judgment in carrying out duties successfully and effectively under multiple deadlines and task timelines. Ability to rapidly understand and perform work requirements. Ability to set up records and files. Ability to develop, establish, and maintain effective working relationships with tribal employees, outside agencies, and the general public.
EDUCATION AND EXPERIENCE: Associate’s degree in Administrative Assistant, pre-business, or a related field; with three (3) years of experience in office administration, program assistant or related experience that demonstrate the ability to perform the duties of the position. Preferred experience within a Native American community or tribal government.
LICENSE AND CERTIFICATES: Valid New Mexico Driver’s License with no DUI/DWI convictions within the past three (3) years. Driving is an essential part of the duties. Must be insurable.
PHYSICAL DEMANDS: Work is mostly sedentary; some travel is required. Incumbent must be able to lift, carry, push and pull at least 20 pounds. Incumbent must be able to work accurately and efficiently in a busy and sometimes stressful position.
SPECIAL CONDITIONS: Position is subject to Pre-Employment drug testing. Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Must submit to and successfully pass a thorough character background and FBI fingerprint check. May be required to work evenings or weekends on occasion.
