Administrative Assistant - Temporary Position

Description

Purpose of the Position

Under the direct supervision of the Health and Human Services (HHS) Administrator, the HHS Administrative Assistant provides high-level administrative and operational support to the entire department. This role assists with day-to-day departmental needs including clerical functions, coordination of program resources (e.g., clothing closet and food pantry), procurement and travel arrangements, and interdepartmental support. The Administrative Assistant is essential in maintaining a welcoming and efficient environment while ensuring confidentiality, timely communication, accurate records, and professional assistance to Tribal members and staff.

This is a temporary position covering during a leave of absence.

Essential Duties and Key Responsibilities

General Administrative Support

• Greet and assist all visitors, clients, vendors, and staff; direct inquiries to appropriate personnel or services.

• Answer and manage multi-line phone system, take messages, and handle routine inquiries.

• Maintain physical and digital filing systems, assist with records retention and destruction in accordance with policy.

• Coordinate department-wide calendars and schedule meetings, events, and trainings.

• Maintain confidentiality of all sensitive information as required by law and Tribal policy.

Procurement & Financial Support

• Make purchases on behalf of the department for supplies, equipment, and services.

• Maintain accurate purchase logs and submit necessary documentation for reconciliation.

• Complete monthly reconciliation of the department’s credit card in accordance with fiscal procedures.

• Prepare and submit requisitions and check requests for timely payment and vendor tracking.

Departmental Program Operations

• Coordinate, maintain, and stock the HHS Clothing Closet and Food Pantry; conduct inventory checks and manage donation intake and distribution.

• Prepare meeting spaces for Tribal member, Committee, and Executive Council gatherings.

• Ensure all forms, applications, and departmental literature are current and accessible for community members.

• Assist with department outreach efforts including flyer distribution, event preparation, and bulletin board updates.

Travel & Logistics

• Arrange travel and lodging accommodations for HHS staff and leadership for off-site meetings, conferences, and trainings.

• Maintain organized travel records including itineraries, expense reports, and confirmations.

Cross-Departmental Support

• Provide administrative support to the ICWA Advocate, Member Services Coordinator, Case Manager(s), and Victim Services Coordinator.

• Assist with documentation, scheduling, and communication needs across all HHS programs.

• Attend and contribute to HHS department meetings and trainings.

Other Duties

• Operate and troubleshoot office equipment such as fax machines, copiers, and scanners.

• Maintain inventory and order office supplies for the department.

• Participate in special projects, events, or emergency response activities as needed.

• Perform other duties as assigned by the HHS Administrator.

Skills & Abilities

• Strong organizational skills and ability to manage multiple tasks with competing deadlines.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Zoom; ability to learn additional software systems as required.

• Excellent interpersonal and written communication skills.

• Demonstrated discretion, professionalism, and respect for confidentiality.

• Ability to work independently and collaboratively in a dynamic team environment.

• High attention to detail with the ability to prioritize and problem-solve.

Education and Experience

Required:

• High School Diploma or G.E.D.

• Minimum of one (1) year of clerical, administrative, or office support experience.

• Must pass a pre-employment skill assessment evaluating attention to detail, basic math, Microsoft Office proficiency, and reading comprehension.

• All offers are contingent upon signing a confidentiality agreement and satisfactory completion of drug screening and background checks. Employer observes federal standards for controlled substances.

• Required to possess a valid driver’s license and maintain a driving record that is satisfactory to the Tribe’s insurance carrier.

Preferred: (If applicable)

• Experience in a tribal government or social services setting.

• Familiarity with procurement, credit card reconciliation, or travel coordination.

Physical Requirements

• Typical work hours are Monday-Friday from 8-5, however this position requires occasional travel and flexible scheduling to be available some evenings and weekends for special events.

• Prolonged periods sitting at a desk working on a computer.

• Ability to lift, push, or pull up to 50 pounds.

• Sufficient hand-eye coordination, use of hands and fingers to handle work-related items; visual acuity to operate equipment and read technical and safety information; hearing ability sufficient to perceive and respond to oral communications and ambient sounds both in and out of doors.

Compensation: The hiring range for this position is from $20.72 to $25.47 on an hourly basis. The compensation offered within this range will be based on the candidate’s experience, education and demonstrated ability to meet the responsibilities of this position.

Who We are as a Tribe

The Habematolel Pomo of Upper Lake is a federally recognized Native sovereign nation. Our primary purposes relate to the overall well-being of our Tribal Members and our families. We have active programs and relationships with our Pomo tribal neighbors in Lake County, California that will help us preserve our Pomo culture. Many of these activities help us rediscover lost traditions and spiritual beliefs and help revive our dying languages. Because we know that the world is different from when our ancestors were here, our Tribe works very hard to learn other ways of achieving economic self-sufficiency. We engage in a variety of economic development strategies which would not only benefit our families but also our neighbors. We strive to make sure that wherever we do business, it is done in a manner that respects our neighbors and the larger community’s needs. In this vein, our Tribe looks forward to working with you.

Indian Preference

Native American Indian preference shall apply to the position in accordance with Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e-2(i)), regulations of the Office of Federal Contract Compliance Programs (41 C.F.R. § 60-1.5(a)(7)), and/or other relevant laws. Applicants claiming Indian preference must submit verification of Indian eligibility with their application.