Senior Administrative Assistant

Senior Administrative Assistant

Under general supervision, performs a variety of complex administrative support duties as directed by the division or department management.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor. The position is located in a hospital administrative office setting within TONHC and requires strong communication and multi-tasking skills.

Essential Duties and Responsibilities: (Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below):

• Independently handles all routine and non-routine workflow for the office.
• Develop, review, and recommend administrative and clerical policies, procedures, systems and forms designed to improve administrative operations.
• Assists management in personnel administration and serves as a liaison with the Human Resources Office.
• Provides technical assistance to other support staff on system applications, clerical aspects of travel and requisitions and answers questions on complex matters.
• Assists management and ensures compliance in the department's established policies and procedures.
• Represents the department in a positive and professional manner.
• Establishes and maintains an effective filing and retrieval system according to established policies and procedures.
• Collects and complies data and information; creates, prepares and distributes reports, spreadsheets, memo, and other correspondence to meet reporting requirements.
• Obtains travel information; makes travel arrangements according to established policies and procedures; prepares required documents and submits travel requests for approval.
• Prepares and coordinates the annual budget and budget modifications; maintains financial records; processes accounts payable, purchasing and travel expense documents.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings.
• Maintains an inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence.
• Utilizes the time and attendance software; collects and verifies time cards; maintains leave balances; distributes paychecks; and ensures timely submission of time records.
• May coordinate, review and monitor the work of assigned staff.
• Performs other job-related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
• Knowledge of business writing, spelling, grammar, and punctuation.
• Knowledge of records management and basic accounting procedures.
• Knowledge of personnel policies and procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in writing reports and correspondence.
• Skill in coordinating multiple schedules, meetings and events.
• Skill in coordinating and reviewing the work of others.
• Skill in providing superior customer service to internal and external customers.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to multi-task in a fast-paced work environment.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged, confidential information.
• Ability to work independently and meet strict timelines.
• Ability to work extended hours and various work schedules.
• Ability to type and enter data and verify accuracy of information.
• Ability to review and recommend administrative policies, procedures, systems and forms.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

• High School Diploma or General Education Diploma, and three years' work experience in the clerical field, or an equivalent combination of training, education, and work experience, which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 45 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling, and math.
• Must obtain a HIPAA Certification within six months of hire.
• Must obtain an Arizona Notary Public Commission certificate within six months of hire.
• Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
• May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.