Administrative Assistant

Administrative Assistant

Contributes to the Tribe's mission of building and enhancing a Tribal Community rich in healthy families and capable people with strong cultural values by providing a wide range of administrative and client support activities to the Employment Program Manager and staff.

Starting Wage Range: $24.60/hr. - $31.84/hr.

Essential Functions:

• Manages the Client Information Management System by accurately entering and updating client information into the databases.
• Provides or coordinates the submission of necessary reports as requested by Program Manager.
• Maintains client records in a safe, secure, and confidential manner.
• Maintains Employment Program files and records relating to program administration and grant compliance.
• Coordinates and tracks expenditure requests and purchase orders; ensuring that expenditures are coded correctly and within budget allocations.
• Follows federal regulations concerning program acquisitions, inventory and property management.
• Coordinates Employment Program client referrals, including documenting requests for services, assisting walk-ins, and over-the-phone requests for services, and coordinating referrals from other agencies.
• Assists clients with completing all Employment Program(s) intake and application forms.
• Provides new clients with an information on Employment Program(s) services and activities.
• Schedules clients for follow-up activities with appropriate Employment Program staff.
• Works closely with program manager regarding decisions of client service delivery.
• Provides administrative support to the Employment Program Manager and staff, and a wide range of office management activities
• Schedules meetings for Employment Program staff and maintains a log of daily appointments.
• Reviews and routes incoming mail, faxes, and other communications to appropriate staff on a timely basis.
• Maintains a positive and helpful relationship with clients, Tribal staff, and others.
• Orders supplies as needed and maintains a proper inventory of supplies.
• Coordinates staff training (materials, location, and equipment).
• Creates, maintains, and updates all client forms and documentation as required under Employment Program(s) regulations as necessary.
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, Licenses, Registrations, and Certifications:

• Requires a high school diploma or GED and two (2) years administrative related experience OR equivalent combination of education, training and experience.
• Must maintain a valid Oregon driver's license or obtain one upon hire, qualify for the Tribe's vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications:

• Records retention, report writing, and accurate documentation required.
• Must be able to establish and maintain effective working relationships with others.
• Requires a minimum typing speed of 40 wpm. Testing will be completed as part of application review process.
• Requires excellent written and oral communication skills.
• Requires ability to work independently.
• Requires working knowledge and proficiency in use of office equipment and computer software such as Microsoft Word, Excel, Power point, and Outlook.
• Requires a First Aid/CPR certificate or must be able to obtain within sixty (60) days of hire.
• Must be able to use judgment in the analysis of facts and circumstances surrounding individual problems or transactions in determining actions to be taken within the limits of Employment Services policies and procedures.
• Must have excellent interpersonal skills due to the high level of customer contact.
• Must have knowledge of and skill in conflict resolution techniques.
• Must have the ability to work with angry or disgruntled clients in a cooperative and effective manner.
• Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.