Secretary (Community Relations)

Administrative Office Support

Under general supervision of the Director, provides administrative office support and assistance for the department and its divisions. This job class is treated as FLSA non-exempt. Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

1. Office Tasks: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely and professional manner.

• Acts as a primary customer service representative for the department
• Answer and redirects phone calls
• Responds to inquiries via telephone and/or email
• Orders and maintains supplies and marketing materials
• Assist with data collection and reports
• Assist with processing through PeopleSoft and Time and Labor
• Assist in maintaining special programs handled through the department with application process, posting and maintaining eFiles and acts as a liaison with the processes
• Maintains the outdoor marquee messaging boards using Venus 1500 software
• Maintains the Community Announcement and Calendar webpage by reviewing for accuracy, approving and uploading in a timely manner
• Maintains the department monthly mail out
• Demonstrate the ability to multi-task
• Compiles statistics, data gathering for analyzing, budget process, quarterly and annual report.
• Provides assistance as needed for department divisions as assigned
• Assist with current and new communications tools as assigned

2. Special Projects: Assists with projects, events, activities and assigned tasks.

• Assist with events and activities and special projects
• Assist with tours for groups as assigned
• Develops notices including emergencies, construction and road closures.
• Assist with mentoring student workers, day workers, and temporary staff to perform efficiently and effectively.

3. Miscellaneous: Performs other job related duties as assigned by the Director or designee.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.
• Knowledge in collecting data and reporting
• Skill identifying and maintaining confidentiality of sensitive and important information
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill with organizational tasks and multitasking.
• Skill using the personal computer and related software including MS Windows and MS Office.
• Ability to effectively handle more complex assignments.
• Ability to provide excellent customer service.
• Ability to clearly communicate verbally and in writing.
• Ability to adapt to changing work situations and assignments.
• Ability to work effectively and calmly in a high-stress work environment.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Office Manager or Director's attention.
• Ability to be flexible, adaptive and work effectively in a fast-paced environment.
• Ability to function effectively in a professional, friendly & outgoing manner.
• Ability to lift & carry 50 lbs.

Minimum Qualifications

Education: Graduation from High School or GED equivalent required. Experience: two (2) years full-time work experience performing secretarial and administrative tasks required. Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered. Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill

Special Requirements

May be required to work after normal business hours including evenings, weekends and holidays.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. "SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate. In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission). Documents may be submitted by one of the following methods:

1) attach to application 2) fax View phone number on click.appcast.io 3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. The IHS/BIA Form-4432 is not accepted. Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.