Administrative Assistant I

Description

POSITION TITLE: Administrative Assistant I

CLASSIFICATION:  Non-Exempt 

DEPARTMENT:  Language 

SUPERVISOR: Cultural Resources Director

GRADE: NE7 $15.29 ($31,807) - $22.93 ($47,711)

Position Summary:

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.

Essential Duties & Responsibilities:

· Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

· Screens incoming calls and correspondence; exercises judgment and responds accordingly.

· Records and delivers messages or transfers calls to voice mail when appropriate.

· Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. 

· Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.

· Maintains financial records; processes accounts payable, purchasing and travel documents.

· Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.

· Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

· Assists with scheduling of events and activities.

· Compiles participant lists for a variety of programs being offered by the program.

· Assists with program activities as needed and assists with intake appointments with potential clients. 

· Performs database input.

· Schedules appointments for case management staff and completes intake appointments with new clients. 

· Assists in creating files for new clients and maintains records of contacts. 

· Provides benefit information for which a client is eligible as needed.

· Prepares and issues receipts for payments.

· Establishes and maintains an effective filing and retrieval system.

· Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

· Photocopies, collates, distributes, and files documents.

· Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

· Maintains inventory of office supplies.

· Maintains a log for vendor expense.

· Receives, sorts, logs, and routes mail.

· Attends meetings and takes minutes as requested.

· Performs errands for the Site Manager as needed.

· Performs other duties as required.

Requirements

 Minimum Qualifications:

· High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience. 

· Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment. 

· Must be able to be insurable by the Tribe’s Driving Policy. 

· Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

Knowledge, Abilities, Skills, and Certifications:

· Knowledge of modern office practices, procedures, and equipment.

· Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

· Knowledge of records management and basic accounting procedures.

· Ability to communicate effectively in the English language both verbally and in writing.

· Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

· Ability to represent the organization in a professional manner, building respect and confidence.

· Ability to maintain confidentiality.

· Ability to handle multiple tasks and meet deadlines.

· Ability to approach others in a tactful manner, react well under pressure, treat others with respect and consideration regardless of their status or position, and accept responsibility for their own actions and follow through on commitments. 

· Ability to carry out instructions furnished in verbal or written format.

· Ability to work independently with minimal supervision.

· Ability to demonstrate excellence in everything, and continually seek improvement in results.

· Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. 

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state      of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy