Administrative Assistant

Job Description

Job Description

Position Title : Administrative Assistant

Department : Tribal Administration

Salary Grade : NE4 Per Class Code

Position Status : Full-Time

FLSA Status : Non-Exempt

Position Summary

Under general supervision of the Tribal Administrators or designee, the Administrative Assistant is the first

voice or face that callers and office visitors encounter. The Administrative Assistant is the main Switchboard

Operator and answers and directs telephone calls in a polite and informative manner using a multi-line

telephone system and directs callers and visitors to appropriate personnel and performs administrative tasks.

The employee must know emergency procedures when they are confronted with threatening circumstances

and are trained to respond to emergency situations, such as routing calls to area law enforcement agencies

and interacting with an unwelcome visitor. In addition, the Administrative Assistant is responsible for alerting

the Tribal Law Enforcement or leadership staff about questionable calls or visitors who may pose a threat to

the organization.

This job description is illustrative only of the responsibilities performed by this position and is not an allinclusive

list of all responsibilities, duties and skills required of personnel in this classification. Duties,

responsibilities and activities may change at any time with or without notice.

Essential Duties and Responsibilities

Act as the 'face' of our Tribal Administration and ensure visitors and employees receive a heartwarming

welcome with a dynamic professional attitude.

• Create and maintain Reference Desk Manual of duties and responsibilities;
• Serves as Switchboard Operator and answers incoming telephone calls, determines purpose of callers,

and forwards calls to appropriate personnel or department. Welcomes on-site visitors, determines

• nature of business, and announces visitors to appropriate personnel;
• Takes and delivers messages or transfers call to voice mail when appropriate personnel are

unavailable.

• Dealing with inquiries or requests from staff and public;
• Assist and work with Governor's Office as needed;
• Maintains the sign-out board on the whereabouts of all employees;
• Daily mail run to post office, receive, log in mail, sorts, and route mail to appropriate department
• promptly, maintains and route publications;
• Responsible for arranging office coverage for the phones and front door entrance when taking leave and

when both the Office Manager and Administrative Assistant are on leave simultaneously.

• Follows proper procedures in case of emergencies such as mechanical or electrical malfunction of
• telephone switchboard console;
• Sends fax, and retrieves, logs and distributes incoming faxes;
• Serves as back-up to the Office Manager;
• Performs administrative duties in an office setting;
• May assist Office Manager to collect, post and analyze all department expenditures; meets with
• Accounting to review discrepancies;
• May assist with reviews of contractor pay applications for accuracy and submits the appropriate
• documents for payment;
• Provides reference by developing and utilizing filing and retrieval systems of administrative

correspondence, daily reports, and all documentation pertaining to Office of Tribal Administrator, Elderly

• and Handicap, Maintenance / Custodial and Information Technology;
• Schedules meetings or training and manages calendars required for program staff as needed;
• Serves as backup liaison or may designate for the cellular phone carrier for all of the administration;
• Composes, copies and distributes information regarding program / project activities;
• Due to the sensitive nature of information and personnel files maintained within Tribal Administration,
• must maintain strict confidentiality at all times;
• Contributes to a team effort; and
• Performs other duties as assigned or required.

Knowledge, Skills, and Abilities

• Skilled at good communication, both orally and in writing, interpersonal communications and customer
• service skills;
• Skilled in data entry, Microsoft Office Suite, spreadsheets, office equipment and databases in a
• Windows environment;
• Ability to act in an independent and conscientious manner using sound judgment.
• Ability to interact with community members, customers, vendors and employees in a positive, courteous,

professional manner

• Ability to prioritize, organize, attention to detail and work under pressure;
• Ability to maintain confidentiality;
• Ability to handle multiple tasks and meet deadlines;
• Ability to adhere to dress code;
• Ability to deal with employees and community members regarding sensitive, confidential information.

Minimum Qualifications

High School Diploma or GED required plus one (1) year related experience; or equivalent combination

of education and experience.

• Previous clerical experience a plus.
• Possess strong computer skills (i.e. Word, Excel, and PowerPoint) and experience with varying

databases and office equipment.

• Must have excellent customer service skills;
• Punctual and regular attendance is an essential responsibility for this position and Business Casual

attire is required.

Physical Requirements and Work Environment

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle,

or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is

occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift

and / or move up to 25# LBS. NOT TO EXCEED 40 pounds. If an item is above 40# pounds, lifting shall be

done by two or more Tribal staff members. Specific vision abilities required by this job include close vision,

color vision, and ability to adjust focus. Work is performed in a professional office environment with a

moderate noise level, occasionally working under stressful conditions and for extended periods of time. This

position is routinely exposed to Visual / Video Display Terminal (VDT) and extensive personal computer and

phone usage. Travel may be required. May be required to work occasional nights and / or weekends.

Operating Values

Respect - Treats everyone with courtesy, politeness and dignity. Listens to and communicates with

teammates, employees and community members in ways that build mutual respect and positive

working relationships.

Citizenship - Follows proper procedures and keeps appropriate records. Ensures compliance with

regulatory and legal requirements.

Caring - Cares about and demonstrates concern for employees and community members. Builds

mutually beneficial relationships with employees, vendors and community members.

Trustworthiness - Takes actions that build confidence in Department and Pueblo of Santa Clara.

Demonstrates honesty and high standards of integrity in all interactions. Gains trust and confidence

in relationships with teammates and employees at all levels.

Fairness - Listens to the concerns of employees and community members. Takes specific actions to ensure the success of employees.

Make decisions after careful and appropriate consideration.

Responsibility - Takes accountability for the services provided, pursuing excellence in everything. Finish rather than surrender to obstacles or excuses.

Continually look for ways to improve work. Fulfill obligations and help to fulfill the obligations of the Department.

Disclaimer

Working Conditions for individual positions in this classification will vary based on each departments' utilization, essential functions and the recruitment needs at the time a vacancy is posted.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Employment Requirements

Successful completion of thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines.

Successful completion of the mandatory National Incident Management Training (NIMS) within the first 90 days of employment.

Must pass a drug / alcohol test. Must have a valid New Mexico Driver's License and insurable through the Tribe's carrier and not have any DUI / DWI convictions within the last five (5) years from any Tribal, State or Federal Court.

Must take and pass a current driving course from Special Projects Department.