Administrative Specialist II - MTMO

About the role

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 Administrative Specialist II differs from other levels in this classification series in that the incumbent is required to exercise a moderate degree of independent judgment in the performance of their duties.

Responsibilities

• Performs technical office support tasks requiring a clear understanding and skill in applying office guidelines and work methods.
• Performs reception work and provides information to internal and/or external customers/clients; maintains security and confidentiality.
• Answers telephones, screens calls, responds to inquiries and/or refers callers to appropriate individuals and/or departments.
• May deal with sensitive and/or potentially volatile situations.
• Opens, date stamps, sorts and distributes incoming mail and 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 and reserves conference rooms, schedules appointments and maintains calendars for supervisor and/or clients.
• 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.
• May be expected to perform a wide range of office and field duties from time to time, which may or may not be related to regular responsibilities due to the Tribe’s commitment to community service.

Requirements

• Graduation from a high school or equivalent with course work in general office practices.
• Two (2) years of experience in an office, administrative, or related support position.
• Some assignments may require program specific certifications as set by the Tribe.

Qualifications

• Knowledge of general office principles and practices.
• Operation of standard office equipment that may include typewriter, personal computer, copier, fax machines and multi-line telephone.
• Software applications relative to the position assignment.
• Basic mathematics.

Skills

• Keyboarding (speed required may vary according to position assignment).
• Word processing (knowledge of software programs varies according to position assignment).
• Oral and written communications.
• Interpersonal and human relations.
• Problem‑solving.
• Customer service — in person and via telephone (discretion, patience, etiquette, professionalism).
• Following oral and written instructions.
• Prioritizing workload and adapting to changes in work load demand.
• Providing limited training.
• Maintaining confidentiality of sensitive matters.
• Following through on assignments as directed.
• Initiative and accountability skills for work product or service.