EPD – Administrative Assistant

JOB SUMMARY:

The Administrative Assistant I’s responsibilities, include receptionist, routine to difficult typing/word processing, the performance of repetitive filing, copying, and other tasks as required. In addition, as the Administrative Assistant, I may be expected to take, or transcribe recorded minutes of official meetings, be able to produce draft correspondence, forms, or reports, and work on independent projects to support government office personnel.

DUTIES & RESPONSIBILITIES:

1.0 PERFORMANCE AREA 1:

1.1 Types of letters, memoranda, reports, lists, certificates, and other materials.
1.2 Organizes and prioritizes large volumes of information and calls. Answers incoming telephone calls and questions in a polite and professional manner and directs visitors as needed.
1.3 Takes phone messages or fields/answers all routine and non-routine questions. Works in cooperation with other office personnel to ensure coverage of phones.
1.4 Establishes, develops, maintains, and updates the filing system for the government office. Retrieves
Information from files when needed. Maintains a log system for resolutions.
1.5 Opens, sorts, and distributes mail. Draft written responses or replies by phone or email when
Necessary.
1.8 Operates computer, fax machines, copier, postage meter, and other office equipment.
1.9 Assists Tribal Citizens in completing the Yosemite National Park Card application and creates passes.
1.10 Assists Tribal Citizens in completing DMV forms and submitting them for signatures.
1.11 Updates and maintains bulletin board to keep Tribal Citizens informed of resources available.
1.12 Gathers and organizes all information from each department for the quarterly newsletter. Keeps all
Newsletters archived for all tribal-related news and advertisements.
1.13 Acts as a liaison with other departments and outside agencies, including high-level staff such as
Department Managers and Tribal Council Members. Discreetly handles confidential and non-routine
Information.
1.14 Clearly and respectfully communicates with staff, vendors, and other stakeholders.
1.15 Types and designs general correspondences, memos, etc. Proofreads copy for spelling, grammar, and
Layout, making appropriate changes. Responsible for the accuracy and clarity of the final copy.
1.16 Assists with procurement and contract management by compiling and pacing office supply orders
For NFR Administration and Tribal Council.
1.17 Received orders, logins, and distributes supplies.
1.18 Works independently and within a team on special nonrecurring and ongoing projects such as special
Mailings, grant management, and other projects as needed.

2.0 PERFORMANCE AREA 3: General Expectations

2.1 Attends and actively participates in all meetings (e.g., department meetings, program meetings, employee staff meetings) and other activities as required or assigned.
2.1 Attends and actively participates in all meetings (e.g., department meetings, program meetings, employee staff meetings) and other activities as required or assigned.
2.2 Attends workshops/seminars as necessary to increase skills and knowledge to improve their ability to approach work effectively.
2.3 Supports the organization’s overall needs by working flexible or extended hours when necessary.
2.4 Supports the organization’s needs by traveling to other NFR sites when staffing needs dictate the need for additional personnel.
2.5 Demonstrates awareness of and compliance with the organizational mission and objective of NFR to provide support services for all members of the community.
2.6 Supports their own staff development by completing the required hours of continuing education each year.
2.7 Maintains confidentiality and respect for information regarding patients and other team members; abides by NFR Rules of Confidentiality and general privacy regulations regarding privacy.
2.8 Displays a positive, professional, and respectful demeanor always toward employees, peers, professional contacts, and Tribal members, maintaining a professional appearance and positive image for the organization.
2.9 Contributes to the team by promoting positive staff interaction, maintains open communication with other programs/departments, and works to solve issues as they arise in the work environment.
2.10 Other work-related duties as assigned by supervisor. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

EDUCATION, EXPERIENCE, LICENSE/CERTIFICATION, & SKILLS:

Education

Must possess a High School Diploma or GED.

Experience

Minimum of one (1) year of directly related administrative experience or a combination of education and experience.

License/certification

Valid driver’s license.

Skills

Able to quickly build and maintain rapport with patients and providers of differing backgrounds, team player.
• Customer service oriented.
• Familiar with adult learning and general training techniques.
• Positive professional insight.
• Flexibility and dependability.
• Demonstrated good problem-solving skills and sound judgment.
• Effective leadership/supervisory skills.
• Modern office practices and procedures, including scanning, faxing, etc.
• Intermediate to advanced software skills with MS Office suite (Word, Excel, Outlook, PowerPoint, Publisher, Visio, SharePoint). Experience working with HRIS systems and employee portals.
• Attention to detail and excellent follow-through on work tasks.
• Able to handle multiple tasks simultaneously.

ENVIRONMENTAL CONDITIONS AND PHYSICAL REQUIREMENTS:

Environmental Conditions:

Work generally occurs within an office environment. Air quality is good, with adequate lighting at desks/workstations. Noise conditions are moderate and limited to self and others on telephone calls and general interactions with coworkers and the public.

Physical Requirements:

• Must be able to lift up to 20 pounds and push up to 50 pounds (on wheels).
• Must be able to hear staff on the phone and those served in person and speak clearly to communicate information to patients and staff.
• Must be able to read memos, computer screens, personnel forms, and clinical and administrative documents.
• Must have high manual dexterity.
• Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn

NFR complies with the Indian Preference Act. Preference in hiring is given to qualified Native Americans in accordance with the Indian Preference Act (Title 25, US Code, Section 472 and 473). Subject to, but not in derivation of the Act, we are an equal opportunity employer.

• Administrative Assistant Job Description

• Employment Application Instructions

• NFR Employment Application