Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative and organizational support to the Public Works and Infrastructure Department. The position supports the department director and staff with correspondence, scheduling, records management, purchasing and payment documentation, work-order tracking, office coordination, and budget monitoring. The position requires accuracy, organization, confidentiality, professionalism, and the ability to manage multiple priorities.

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

1. Provide day-to-day administrative support for the Public Works and Infrastructure Department and assist department director and staff with office coordination and follow-up activities.
2. Receive and review incoming mail; answer phone calls; take and route messages; and maintain department calendars and scheduling information.
3. Prepare and type routine correspondence, forms, requisitions, proposals, reports, spreadsheets, and other department documents as requested.
4. Maintain and organize department files and records, including confidential information, in accordance with applicable records-retention practices.
5. Process and follow up on financial and purchasing documents, including travel requests, payment requests, requisitions, purchase orders, invoices, and training forms, in accordance with established policies and procedures.
6. Track office-supply expenditures; order supplies; and coordinate maintenance or replacement of standard office equipment as needed.
7. Coordinate distribution and tracking of work orders and maintain records, status information, and statistical data related to work-order activity.
8. Coordinate staff participation in meetings, training classes, conferences, interviews, and other department activities, including scheduling and related materials or logistics.
9. Schedule and coordinate meetings, activities, and requests involving outside agencies, vendors, or other departments as directed.
10. Support office systems and administrative processes related to office automation, workflow tracking, document management, and records retention.
11. Provide general clerical support, including copying, scanning, filing, data entry, document routing, and preparation of meeting or office materials.
12. Track administrative follow-up items to ensure required documents, approvals, work orders and information are routed appropriately.
13. Follow applicable Community and department policies and procedures.
14. Perform other duties as assigned.

Minimum Required Qualifications:

1. High school diploma or GED.
2. Minimum two (2) years of experience as an administrative assistant or related administrative support role.
3. Working knowledge of Microsoft 365 applications, including Word, Excel, Outlook, and PowerPoint, and the ability to learn department systems and processes.
4. Strong organizational, written, and verbal communication skills, with the ability to manage multiple priorities and maintain accurate records.
5. Ability to maintain strict confidentiality and appropriately handle sensitive department, employee, and financial information.
6. Ability to work independently with minimal supervision and collaboratively within the existing team and Tribal government structure.
7. Ability to provide respectful, professional, and culturally responsive service to community members, management, employees, and outside agencies.
8. Must pass a drug screen and criminal background check and possess a valid driver's license with proof of insurability.

Preferred:

1. Associate degree in office administration, office management, business administration, or a related field.

Physical Demands:

1. Ability to sit for extended periods with occasional standing or walking.
2. Ability to lift and carry up to 25 pounds as needed.

Required Training:

1. Effectively Handling Harassment training.
2. Additional position-related training as determined by the supervisor.

Working Environment:

Work is performed primarily in an office setting but may include occasional outdoor activities and work at other department or Community locations. The position requires regular interaction with employees, Community members, vendors, outside agencies, and other departments and requires careful handling of confidential records and financial documents.

Disclaimer and Conditions of Employment:

Employees must be able to perform the essential functions of the position satisfactorily. Reasonable accommodation will be considered for qualified individuals with disabilities, absent undue hardship. The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this employment opportunity.