Office Administrator

Description:

The Office Administrator serves as the first impression for the organization and ensures efficient administrative operations while delivering friendly customer service and focusing on the organization’s mission and goals. 

Major Duties:

• Serves as receptionist by responding to or forwarding all incoming calls in a cheerful, polite and professional manner.
• Monitors and maintains the phone system and voice mail messages, reporting any issues as they arise.
• Monitors staff calendars to support reception responsibilities.
• Responsibility for organizing and developing quarterly newsletter.
• Maintains general office space for a professional appearance.
• Plans and organizes multiple meeting prep & set up.
• Provides administration and clerical support to staff, as needed.
• Supports special projects as assigned.
• Retrieves mail from various locations, sorts and distributes daily.
• Provides a timely response to inquiries for information.
• Assists with organization special mailings.
• Maintains postage available to staff and reports expenses to the accounting department.
• Monitors incoming faxes and notifies staff that faxes have been received.
• Orders office supplies weekly or as special orders are needed.
• Reports and monitors budgets for assigned area of responsibility, as needed.
• Assists others with preparing and shipping equipment to remote employees.
• Continuously reviews, edits and approves outgoing documents.
• Acts with professionalism while representing organization at events.
• Works collaboratively with staff to maintain a team environment to accomplish the tasks necessary to serve and support the organization.
• Supports Tribal Nation events and activities as needed.

Board & Governance Support

• Schedule regular and special Board meetings, reserve meeting facilities, and coordinate secure virtual or hybrid conferencing as needed.
• Compile, organize, bind, and distribute Board packets, agendas, reports, and presentation materials prior to scheduled meetings.
• Record and transcribe accurate meeting minutes, maintain voting records, corporate bylaws, historical files, governance documents, and other official Board records.
• Maintain organized and compliant physical and electronic records related to contracts, contract modifications, pricing information, correspondence, and compliance documentation.
• Assist in ensuring Board actions, company operations, and governance records are consistent with applicable federal contracting requirements, corporate bylaws, internal policies, government reporting obligations, and the Prairie Band Potawatomi Nation Title 22 Law and Order Code.
• Ensure all governance documents, Board actions, voting records, meeting minutes, and related files are properly recorded, maintained, and kept up to date.
• Perform additional Board-related duties as assigned by the Board of Directors
• Support project management efforts by proofreading proposals, monitoring contract deliverables, tracking due dates, and assisting with timely submission of required materials.

• Two – four years of post-secondary education in Business Administration or a related field strongly preferred.
• Four (4+) years of office management experience.
• Outstanding customer service skills.
• Ability to work independently and be self-motivated.
• Ability to meet deadlines and work under pressure.
• Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly service.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and governmental regulations in a variety of formats.
• Effective communicator (verbal, written and body language) and strong team player.
• Valid driver’s license for travel is required.
• Creativity and innovation with the ability to plan strategically.
• Must have the ability to problem-solve rationally and with common sense.
• Proficient math skills (basic math principles, computations and interpretation of graphs).
• Must possess intermediate level proficiency in Microsoft Suite products (Word, Excel, Outlook) skills is required.
• Knowledge of general office equipment (copiers, phones, computers, etc.).
• Must have the ability to respect diversity and individual needs.

Physical Demands: 

• Physically mobile with reasonable accommodations.
• Ability to sit for extended periods of time.
• Ability to lift up to 25 lbs.
• Ability to read computer screens, email and talk on the phone.
• Ability to bend, reach, kneel, twist and grip items while working at assigned desk area.

Work Environment:

• Professional, fast-paced and deadline-oriented environment in an office setting.
• Constant interaction with staff and customers .

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Indian Preference Exercised:

Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B).

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