Administrative Assistant, Senior

Position Summary

Under general supervision, performs a variety of complex administrative support duties.

Essential Duties and Responsibilities

• Develops, reviews, and recommends administrative and clerical policies, procedures, systems and forms designed to improve administrative operations.
• Affords assistance in personnel administration and serves as a liaison with the Human Resources Office.
• Affords assistance to management and ensures compliance in the department's established policies and procedures.
• Represents the department in a positive and professional manner.
• Establishes and maintains an effective filing and retrieval system according to established policies and procedures.
• Collects and compiles data and information; creates, prepares and distributes reports, spreadsheets, memos, and other correspondence to meet reporting requirements.
• Obtains travel information; makes travel arrangements according to established policies and procedures; prepares required documents and submits for approval.
• Prepares the annual budget and budget modifications; maintains financial records; processes accounts payable, purchasing and travel expense documents.
• Complies and enters data into the Performance Based Budgeting reports software.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings.
• Maintains an 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.
• Uses the Attendance Enterprises software; collects and verifies timecards; maintains leave balances; and distributes paychecks.
• May coordinate, review and monitor the work of assigned staff.
• 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.
• Knowledge of personnel policies and procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in writing reports and correspondence.
• Skill in coordinating multiple schedules, meetings and events.
• Skill in coordinating and reviewing the work of others.
• Skill in providing superior customer service to internal and external customers.
• Ability to communicate efficiently and effectively both verbally and in writing.
• 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 and enter data and verify accuracy of information.
• Ability to review and recommend administrative policies, procedures, systems and forms.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications

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

Licenses, Certifications, Special Requirements

• Must type 45 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling, and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• 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, incumbents 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.