Administrative Secretary

NATURE OF WORK: This position performs a variety of administrative and/or secretarial

support activities for management with limited supervision. Incumbents provide advanced

administrative support duties and may provide formalized work leadership to other clerical staff.

DUTIES AND RESPONSIBILITIES:

• Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
• Opens and reviews all incoming mail to determine appropriate disposition; answers inquiries and drafts correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
• Maintains calendar for supervisor, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials as needed.
• Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Acts as primary contact for department with outside agencies or other departments; responds to technical administrative questions and ensures necessary follow up.
• Handles personnel or other administrative forms for office department and forwards for processing; initiates supply or work order requests submitting to supervisor for approval.
• Ensures department staff are informed of new or revised tribal procedures and any pertinent information regarding assigned functions.
• Checks, reviews or prepares records, reports, forms, timesheets or other documents of various kinds pertinent to assigned functions; personally investigates complicated problems or errors.
• Plans and prioritizes work load to meet set deadlines.
• May coordinate the activities of other clerical staff.
• Assists staff with special projects as directed.
• Assists supervisor with department budgetary responsibilities, monitors expenditures and reports to supervisor and makes recommendations for purchases.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of standard office practices and procedures.
• Knowledge of Microsoft Office Suite and any other applicable software programs required by the assigned department.
• Skill in telephone etiquette and courteous communications with public.
• Skill in composing letters and preparing reports.
• Skill in the operation of a variety of office machines including, personal computers, telephones and copiers.
• Ability to effectively communicate.
• Ability to maintain confidentiality.

MINIMUM QUALIFICATIONS:

• High School diploma or GED equivalent
• 2 years of clerical/secretarial experience; OR,
• Any equivalent combination of experience, training and/or education approved by Human Resources
• Must have a valid Washington state driver`s license and be insurable under the Nisqually Indian Tribe`s insurance policy.