Administrative Specialist II

Under supervision, performs a variety of clerical duties in support of office, program, or unit operations. This is the second level of a four-level classification series. The role requires exercising a moderate degree of independent judgment in performing technical office support tasks, including applying office guidelines and work methods.

Responsibilities

• Performs reception work and provides information to internal and/or external customers/clients while maintaining security and confidentiality.
• Answers telephones, screens calls, responds to inquiries, and/or refers callers to appropriate individuals or departments.
• Handles sensitive and/or potentially volatile situations as needed.
• Opens, date stamps, sorts, and distributes incoming mail; processes outgoing mail.
• Receives, labels, logs, files, and retrieves data.
• Maintains numeric records such as inventory, logs, and/or accounting files.
• Inventories, orders, collects, and distributes supplies and/or equipment.
• Types and/or word processes documents.
• Schedules meetings, reserves conference rooms, schedules appointments, and maintains calendars for supervisors and/or clients.
• Aids in light cleaning and sanitation of work spaces, common areas, and classrooms.
• Proofreads and verifies own work.
• Assists or orients co-workers, as assigned.
• Identifies priority and time-sensitive materials.
• Runs errands and works on special projects as needed.
• Performs a wide range of office and field duties from time to time, which may or may not relate to regular responsibilities, due to the Tribe’s commitment to community service and member well-being.

Requirements

• High school diploma or equivalent, with coursework in general office practices.
• Two (2) years of experience in an office, administrative, or related support position.
• Some assignments may require program-specific certifications at a time set by the Tribe.

Skills

• Knowledge of general office principles and practices.
• Operation of standard office equipment, including typewriters, personal computers, copiers, fax machines, and multi-line telephones.
• Proficiency in software applications relevant to the position.
• Basic mathematics.
• Keyboarding (speed may vary by position).
• Word processing (knowledge of software programs varies by position).
• Strong oral and written communication skills.
• Interpersonal and human relations skills.
• Problem-solving and customer service (in-person and via telephone), including discretion, patience, etiquette, and professionalism.
• Ability to follow oral and written instructions.
• Prioritizing workload and adapting to changes in work demand.
• Providing limited training to others.
• Maintaining confidentiality of sensitive matters.
• Following through on assignments as directed.
• Initiative and accountability for work product or service.

Physical Demands

• Continuous use of vision.
• Frequent sitting for long periods.
• Frequent talking and listening.
• Manual dexterity for computer work and routine paperwork.
• Occasional walking and reaching with hands and arms.
• Occasional lifting up to 25 lbs.