Administrative Assistant II

Administrative Assistant II - 25778We are currently looking for a Full Time Administrative Assistant II to join our Area of Food Distribution Programs team located at the Ada Nutrition Services/WIC.Summary: Provides a full range of administrative support to a department and/or Manager. Duties include general clerical, receptionist, and project based work. Project a professional company image through in-person and telephone interactions ensuring excellent customer service.Responsibilities:Assists with all aspects of travel arrangements - Coordinates travel arrangements - May prepare and process travel requests, travel claims and check requests - May compose and type trip itinerariesDevelops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisionsAssists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the departmentPrepares and provides meeting minutes, agenda creations, and distribution of documents for meetingsProvides coverage/assist with the front reception desk as neededSchedules staff meetings, conferences, and eventsManages and orders office inventory, equipment, uniforms and/or other operational suppliesCreates and submits requisitions according to departmental needsMaintains files, logs, and recordsAssists as directed in budgetary expendituresCreates and maintains the scheduling of division vehicle maintenanceAssists with timekeeping in the time management system as neededMaintains management's calendar of appointments and staff meetingsRoutes, logs, prepares and/or distributes incoming and outgoing mailPrepares individual and group correspondenceCompletes all required departmental documentationAnswers the phone, transfers call, takes messages and screens calls per guidelines for areas servedPrepares weekly reportsPrepares monthly reportsPrepares quarterly reportsPrepares annual reportsProvides first class customer service - courteous and helpful to all internal and external customer types - Answers questions in a courteous and professional manner - Greets and engages with a smile - Determines needs, seeks positive experience and outcomesCompletes all training and development requirements and participates in continuing education opportunitiesWorks in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types - Maintains general upkeep of work area and maintains a safe environment - Maintains and promotes professionalism - Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics - Adheres to Chickasaw Nation dress code standardsMaintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.Performs all other duties as assignedCompetencies:Able to follow instructions, both written and oralEnsures complianceAble to adhere to all scheduling and attendance requirementsMaintaining a high level of confidentiality and using discretion and discernmentMust be able to exert analytical and critical thinking skillFocus on a single task for pro-longed periods of timeMust be detail-orientedAbility to work independentlyHonesty, truthfulness, reliability, accountabilityAble to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelinesAbility to multitaskOrganizes work and assigned area logically and orderlyFiling skillsDefine problems, collect data and establish factsWorks well within a teamOrganizational and time-managementAbility to plan, organize and follow through on assignmentsAble to verbally communicate in a professional and positive manner with other team members, departments, guests and managementWrites effective communications with team, departments, guests and managementSkills:Intermediate skill using Microsoft Office productsPrinters and scannersExperience:2 years directly related experienceEducation:High School, GED or EquivalentAssociates Degree in directly related fieldAssociate's degree or years of experience in lieu of degreeCredentials:Pass general background checkStandard Driver's LicenseWorking Conditions:Works in an office settingPass pre-employment drug testSometimes bend, kneel, stoop, push, reachSometimes lift and or carry up to 15 lbs.Training:It is the responsibility of each employee to attend required training for their position or profession as determined by their line of support (LOS) or the leadership of the Chickasaw Nation. It is the responsibility of those who supervise, manage or otherwise lead employees or teams to ensure each employee has access to and receives all required training.Mission, Vision & Core Values:Mission: To enhance the overall quality of life of the Chickasaw people. Vision: To be a nation of successful and united people with a strong cultural identity. Core Values: The Chickasaw People, Cultural Identity, Servant Leadership, Selflessness, Can Do Attitude, Perseverance, Stewardship, Trust and Respect, Loyalty, Honesty and Integrity, Teamwork