Fleet Administrative Assistant

About the role

The White Earth Reservation Business Committee is currently seeking a qualified applicant who will be responsible for providing the initial contact for all employees, visitors, and clients to the Fleet department. This initial contact includes greeting, assisting, and providing direction and information as required. This position also supports the clerical and administrative support to the department to ensure efficient operations.

Responsibilities

• Greets clients, visitors, and employees in a welcoming, professional manner, making them feel comfortable while they wait.
• Listens to and responds to concerns or inquiries to maintain a high level of departmental satisfaction.
• Determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Responds to routine information requests.
• Performs administrative and clerical support tasks.
• Sends daily internal communications to staff.
• Proofreads all work for accuracy of spelling, punctuation and grammar.
• Performs basic filing and recordkeeping.
• Creates, updates, revises forms or necessary paperwork and makes and distributes copies as needed.
• Distributes daily internal communications to staff.
• Creates new files according to office procedure.
• Removes out of date files and transfers to internal storage according to office procedure.
• Electronically stores pertinent documents for record keeping purposes.
• Prints or sends files to departmental staff as required or necessary in accordance to office procedures.
• Completes inquiries from historical data, files, and projects with reports and copies of supporting documentation.
• Completes requests for information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Covers travel, meetings, and appointments for manager/director.
• Prepares agenda and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supply listing, and coordinates maintenance of equipment.
• Maintains a system to ensure budgetary spending is tracked and logged.
• Performs supervisory responsibilities. May train newly hired clerical staff. Supervise and provide feedback on tasks performed by entry-level Administrative staff.

Qualifications

• A High School Diploma or General Education Degree equivalent required, AA degree preferred.
• At least 2 years of administrative duties in a related position/role.
• Valid Driver’s License and insurance for travel between sites and other business destinations.
• Pass a background check and drug screening.