Govt. Transportation - Administrative Assistant I - Closes: 10-13-2026

Job Description

Job Description

POSITION SUMMARY:

The Administrative Assistant is responsible for initiating and coordinating clerical and administrative functions to support operations.  Position will assist with organization and tracking of diverse and complex multi-level projects related to planning, construction, land use and assisting with community, program and regional meetings.           

ESSENTIAL FUNCTIONS:

• Prepares reports, memos, letters, emails and other documents using work processing, spreadsheet, database, electronic communications or presentation software.                               
• Assist with coordination, facilitation of community meetings and special projects as assigned
• Prepares and inputs data and tracks projects using Microsoft Project (Gantt project tracking).
• Prepares, reviews and retrieves correspondence and reports for editing purposes, maintains records, reports, filling systems, project binders.                                                                                
• Tracks and reports on status and completion of assignments and projects, conveys necessary information relevant to performance of assignments and arranges resources for assignment completion.                                                                            
• Assist Transportation Planner in maintaining official Transportation Inventory.
• Receives and processes documents for Transportation Planner signature and maintains various logs and tracking systems                                                                          
• Plans, prepares and coordinates meetings, schedules, agendas and attends, takes and distributes meeting minutes.                                                                                
• Makes recommendations regarding operational effectiveness, workflow and implement restructuring to improve efficiency of processes and procedures.
• Provides minimal supervision, direction and office management to student workers, interns and volunteers in absence of Transportation Planner                                                                               
• Responsible for scanning, filing, archiving and shredding documents as assigned. 
• Coordinates travel for Transportation Planner and ensure it's reconciled in a timely manner and complies with all travel policies                                                                                
• Maintains annual calendar and scheduling as requested.                                                                  
• Provides coordination of student workers, interns, and volunteers as assigned.                               
• Maintains and orders office supplies and equipment as assigned.                                                                            

ADDITIONAL RESPONSIBILITIES:

• Maintains confidentiality regarding bids, contractors, membership communications and related employment-based data, records, documents, reports, etc.                                                               
• Coordinates daily work in support of goals and objectives                                                               

CONTACTS:

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other Departments, executives, Board of Directors, outside vendor/service providers, general public and Tribal members.

PHYSICAL REQUIREMENTS:

Position light with lifting of 20 pounds and frequent lifting/carry up to 10 pounds.  Physical factors include constant use of hearing/near vision and typing; frequent sitting; and occasional standing, walking, carrying/lifting/pushing and pulling of office supplies and small equipment, stooping, reaching, manual handling, midrange/far/field of vision and driving and bending. Working conditions include occasional exposure to weather/extreme cold. Potential hazards include constant computer use and occasional exposure to moving mechanical parts, electric shock, and infectious exposure from contact with public and equipment and occasional travel. 

REQUIREMENTS:

Education: High School Diploma or GED required. Associate degree in Office Administration preferred.

Experience: Three years of experience working in an office setting required. 

Certification/License: Must have a valid driver’s license and be insurable by the Sault Tribe Insurance Department. Must comply with annual license review and insurability standards. Must comply with the Sault Tribe’s Drug-Free Workplace Policy which may include random drug tests

Knowledge, Skills, and Abilities: Must be able to work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments.  Working knowledge of Microsoft Word and Excel required. Knowledge of Power Point; Microsoft Project; and Visio preferred. Knowledge of general office workflow systems, organizational structure and operational policies and procedures preferred. Must have working knowledge and be able to use office machines, such as calculator, copier, fax, scanner, printer and computer. Must have knowledge of purchasing documentation, filing and archiving system, and organizational management principles and practices. Knowledge of Tribal programs and services, Tribal organizational structure, divisions, departments, program supervisors, staff and other appropriate contacts. Ability to establish and maintain effective working relationships, maintain a cooperative, productive working environment, and promote positive public relations required. Ability to respond to difficult and stressful situations in an effective and positive manner required. Excellent communication skills in writing and verbal. Must have excellent public relation/customer service skills and be able to exhibit friendly and positive attitude and establish and maintain effective communication with supervisor, co-workers and membership.  Must have excellent organization skills; organizing work, prioritizing tasks and managing time. Must have excellent communication skills and be able to communicate clearly in person, in writing, and by telephone and email. Must maintain confidentiality. Native American preferred.           

This job description outlines the general scope and level of responsibilities associated with the position. It is not intended to be an employment contract, nor does it represent a comprehensive list of all duties, responsibilities, or requirements. The Sault Ste. Marie Tribe of Chippewa Indians reserves the right to modify, add, reassign, or combine job duties or positions, in whole or in part, at any time.