Administrative Assistant

Summary:

The Administrative Assistant is intended to provide clerical support to all departments of the Augustine Tribal Administration, including the Council, Chief of Staff, Assistant Tribal Administrator, Accounting, and Tribal Operations. This is a full-time position, Monday - Friday 8A - 5P, paid federal holidays.

Responsibilities

• Answer and Direct Communication: Handle phone calls, emails, and in-person inquiries, aiding or directing to the appropriate department or personnel.
• Document Management: Organize, file, and maintain tribal records, ensuring accuracy and accessibility.
• Document Preparation: Create and format documents and spreadsheets using advanced features of software (e.g., formulas, pivot tables, templates).
• Correspondence Preparation: Draft, proofread, and format official documents and letters for distribution.
• Meeting Coordination: Schedule, prepare, and assist with meetings, including setting up conference rooms, arranging refreshments, making document copies, and managing online platforms (Zoom, WebEx). Restore rooms to order after meetings for future use.
• Employee Travel Coordination: Prepare travel request forms, research costs following Tribal and GSA guidelines, and book flights and hotel accommodations for employees.
• Tribal Vehicle Records: Maintain and update tribal vehicle records, including registration renewals and managing additions or removals from the tribal insurance policy.
• Authorized Driver Management: Track and manage authorized drivers by updating vehicle policies and submitting annual Motor Vehicle Record (MVR) requests for review.
• Cultural Resource Monitoring: Respond to cultural resource monitoring requests promptly and accurately, ensuring timely follow-up.
• ICWA Information Requests: Process and respond to Indian Child Welfare Act (ICWA) information requests in accordance with regulations.
• Tribal Archive Management: Maintain an organized filing system for the Tribal Archive room to ensure that records are easily accessible and secure.
• Mail Management: Process incoming and outgoing mail and packages, ensuring timely and accurate delivery of information.
• Data Entry and Management: Input and update data into databases or spreadsheets, ensuring accuracy and confidentiality of information.
• Office Supplies Management: Monitor inventory and order office supplies to ensure smooth day-to-day operations.
• Confidentiality and Compliance: Uphold confidentiality standards and ensure all clerical work aligns with tribal policies and applicable regulations.
• Software Proficiency: Utilize office software (e.g., Microsoft Office Suite, Google Workspace) for document creation, data analysis, and communication.
• Grant and Funding Management: Assist in purchasing and tracking financial expenditures.
• General Office Support: Provide clerical assistance with photocopying, faxing, and other office-related tasks as needed.
• Office Decoration: Create and maintain a welcoming and culturally respectful office environment, including seasonal decorations.
• Monthly Office Snacks: Coordinate and place orders for monthly office snacks for staff across various departments, including Tribal Admin, Tribal Facilities, AGC, Education Center, Farm Hands, and Market.
• Cultural Displays: Maintain a catalog and track the placement of tribal art lent to staff for office décor, ensuring it reflects the tribe’s heritage and values.
• Celebrations and Special Occasions: Coordinate decorations and activities for holidays, cultural celebrations, employee recognition, and office milestones (e.g., birthdays, anniversaries).

Indian Preference Policy

Preference in filling vacancies is given to qualified Indian candidates in accordance with Tribal Law. Verification must be submitted with this application, if claiming Indian Preference. Consideration will be given to non-Indian applicants in the absence of qualified Indian Preference eligible candidates.

Equal Opportunity Employer

Within the scope of Indian Preference, all candidates will receive consideration without regard to race, color, sex, religion, national origin, or other non-merit factors.

Qualifications/Education/Experience

• Must possess a High School Diploma or GED.
• An Associate of Arts in Business, Business Administration, Accounting or related area is highly desired.
• Must have knowledge of Microsoft Word, Excel, Outlook, and Adobe Acrobat.
• A minimum of 5 years of experience working in an office environment performing clerical functions with a focus on Accounts Payable.
• At least 2 years of clerical experience in addition to the preferred Education Requirements listed above.
• Must obtain and maintain an Augustine Gaming License.
• Must have a Driver’s License & clean driving record.

Competencies and Annual Requirements

• Proficient in using a variety of office equipment, including, but not limited to, copier, office phone, calculator, and personal computer.
• Proficient in the use of Microsoft Word, Excel, and Outlook as well as Adobe Acrobat.
• Knowledgeable in current accounting software and Accounts Payable processes.
• Meet deadlines.
• Communicate with staff, vendors, Tribal members, enterprise employees, and visitors to the reservation professionally and effectively.