Administrative Assistant

Administrative Assistant

Under general supervision, performs various routine clerical and administrative support duties as directed by Division / Department Management.

The work is generally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness, and conformance to established standards; instructions or procedures cover major work tasks and refer unusual situations to the 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):

• Create correspondence, reports, minutes, agendas, or memos from drafts, recordings, or verbal instruction.
• Photocopies collate and distribute documents.
• Prepare outgoing correspondence, including emails, faxes, and memos.
• Creates spreadsheets and enters information into databases to meet reporting requirements.
• Maintains the 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.
• Performs receptionist duties; greets and directs visitors; takes and conveys phone messages; provides information in response to requests from other employees and the public.
• Reviews and verifies forms for completeness per established policies and procedures.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings.
• Obtains travel information as required; makes travel arrangements according to established policies and procedures; prepares required documents and submits for approval.
• Assists with time and attendance software and ensures timely submission of the time records.
• 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.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in coordinating multiple schedules, meetings, and events.
• 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, enter data and verify the accuracy of information.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

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

Licenses, Certifications, Special Requirements:

• Must type 40 WPM.
• Must demonstrate sixty percent proficiency in grammar, spelling, and math.
• 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, the incumbent(s) may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit; walk; use hands to finger, handle, or feel, reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.