Secretary (Senior Services)

Administrative Support

Under the general supervision of the Director, Manager and/or Supervisor, provides essential administrative support for designated Senior Services Divisions: Administration, Food Service and Transportation. This position provides a variety of administrative tasks and special projects, that ensure the efficiency of service delivery and improvement of department practices and procedures. This job class is treated as FLSA Non-Exempt. Distinguishing Features: This position is distinguished from the Clerk job classification by emphasis on more complex administrative and coordinator tasks. Is responsible for managing high-volume service operations according to assigned division. Essential Functions: Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive list of functions performed by all positions in this classification.

Examples of Tasks

1. Administration: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely, and professional manner.

• Provides direct administrative support to division managers and/or supervisors
• Acts as a primary customer service representative for the department.
• Process PeopleSoft financial requestions and Time & Labor entries
• Assists with daily management of Time & Labor and scheduling support.
• Assists with compiling statistics, data gathering for annual budget process
• Arranges and oversees department staff travel, travel claims, per-dem, accommodation, and airfare as required.
• Assists with transcribing department meeting minutes as assigned.

2. Schedule & Document: Organization and oversight of appointments and obligations on behalf of the department and its leadership.

• Manages department calendar duties by scheduling, updating, and canceling appointments as needed.
• Schedules meetings by arranging meeting spaces, organizing necessary technical supports, and providing agendas, ensuring all participants have the relevant information and details ahead of time.
• Manages filing system and scans/uploads monthly, quarterly and annual reporting
• Sorts and prioritize mail for distribution
• Organizes, secures and maintains all department documents to ensure they are relevant, current, accessible and compliant with regulatory standards
• Oversees scanning, tagging, and categorization and preparation for the department's content management system.
• Generates regular reports to improve process and efficiency.

3. Assignment Specific Tasks: Responsible for listed tasks under Transportation and Food Service Division.

• Coordinates transportation logistics and supports food service operations
• Maintains driver and vehicle records
• Facilitates communication between dispatch and field staff
• Manages HDM-related data and communications
• Assists with senior meal service and activity confirmations.

4. Special Projects: Assists with special projects as assigned by the Director or designee.

• Helps maintain and update resource materials for special projects.
• Dispatches real-time information to drivers regarding pick-ups, drop-offs, HDM activity, and special events.

5. Miscellaneous: Performs other job-related duties as assigned by the Executive Secretary, Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.
• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill with organizational tasks.
• Skill multitasking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.
• Ability to type on the computer 40 net words per minute.
• Ability to effectively handle more complex assignments.
• Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service.
• Ability to clearly communicate verbally and in writing.
• Ability to adapt to changing work situations and assignments.
• Ability to work effectively and calmly in a high-stress work environment.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to read, comprehend, interpret and follow complex verbal and written instructions.
• Ability to take and prepare accurate and timely meeting notes.
• Ability to work under pressure by handling problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Executive Secretary, Office Manager or Director's attention.
• Ability to be flexible, adaptive and work effectively in a fast-paced environment.
• Ability to function effectively in a professional, friendly & outgoing manner.
• Ability to lift & carry 25 lbs.

Minimum Qualifications

Education: Graduation from High School or GED equivalent required. For enrolled Community members without a GED, must obtain a GED with successful completion of state certified exam in order to continue employment with SRPMIC. Experience: Two (2) years full-time work experience performing secretarial and administrative tasks required.

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
• Must be able to demonstrate typing skill at 40 net words per minute using a computer.
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.

Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.

An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. SRPMIC is an Equal Opportunity/Affirmative Action Employer. Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate. In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission), 3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission). Documents may be submitted by one of the following methods: 1) attach to application 2) email to View email address on click.appcast.io 3) fax View phone number on click.appcast.io 4) mail or hand deliver to Human Resources. Documentation must be received by position closing date. The IHS/BIA Form-4432 is not accepted. Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.