What are the responsibilities and job description for the Administrative Assistant II position at Pechanga Tribal Government?
JOB
SUMMARY: Under the direct supervision of the Director of Water Operations this position provides administrative support for the Director, Water Board, and department team members. Performs a variety of routine to difficult administrative, office support and records management functions; creates and maintains specialized reports, records, and files; types and edits documents ranging from general correspondence to technical reports, water production calculations, water use calculations, and spreadsheets; maintains databases; and interacts with internal and external customers. In addition, the Administrative Assistant II performs duties such as developing Water Board meeting agenda, taking Water Board meeting minutes, timesheet collection and review, grant management, and works closely with the Purchasing Department for the ordering of supplies and parts as needed.ESSENTIAL DUTIES AND RESPONSIBILITIES: Creates, types, formats, edits, revises, proofreads, tracks, and prints a variety of narrative, statistical, and technical documents, reports, correspondence, memoranda, requests for proposals, specifications, manuals, statistical charts, and other documents and materials ranging from routine to complex.Provides administrative support for the Director or Water Operations and department staff.Obtains data from multiple sources; extracts data elements required; updates and maintains specialized logs and databases.Enters, verifies, and processes time card information for Department staff; resolves timecard/work order discrepancies.Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; purchases supplies and materials.Prepares, edits, and formats weekly and monthly reports, tables, and computations; establishes, maintains, and tracks pending projects in database.Prepares travel and training requests; confirms travel arrangements for conferences and business trips; compiles expense reports and prepares post travel memoranda.Working directly with the Legal department, compiles, prepares and processes standard agreements, and related documents; updates relevant databases/programs.Performs receptionist duties, maintains a high level of customer service quality while assisting customers in person and by telephone; conducts research, responds to requests for information and complaints from all internal/external customers and the public and refers requests or complaints to appropriate staffOrganizes and maintains technical and operating manuals i.e. SOP’s and MSDS. Updates as required or needed.Assists Director in preparation of annual budget, tracks expenditures against budget; identifies, researches, and resolves discrepancies. Maintains Calendar for Water Operator Duty assignments and distributes to Pechanga Tribal Departments and all PDC/PRC entities.Assists in maintaining water quality sample documentation, assist in the preparation of annual reports to the primacy agency, and maintaining historical filesQUALIFICATIONS, EDUCATION AND EXPERIENCE: High School Diploma or GED equivalentCandidate must have a minimum of 3-8 years of related experience in an office environment, or an equivalent combination of training and experience. Experience in a government or public utility setting is highly desirable.Proficiency required with Microsoft Office with a focus on Word, Excel, PowerPoint and Outlook.Experience in creating/maintaining file records in a database system; organize and maintain office and specialized files and prepare clear, accurate and concise records and reports.Must have the ability to follow written and oral work instruction and be able to work independently with a minimum of direction.Ability to maintain strict office confidentiality.This position must comply with the Pechanga Tribal Government’s Drug-Free Workplace Policy. This includes: pre-employment testing, post-accident or injury, and random testing.Must successfully pass a pre-employment background investigation.
SUMMARY: Under the direct supervision of the Director of Water Operations this position provides administrative support for the Director, Water Board, and department team members. Performs a variety of routine to difficult administrative, office support and records management functions; creates and maintains specialized reports, records, and files; types and edits documents ranging from general correspondence to technical reports, water production calculations, water use calculations, and spreadsheets; maintains databases; and interacts with internal and external customers. In addition, the Administrative Assistant II performs duties such as developing Water Board meeting agenda, taking Water Board meeting minutes, timesheet collection and review, grant management, and works closely with the Purchasing Department for the ordering of supplies and parts as needed.ESSENTIAL DUTIES AND RESPONSIBILITIES: Creates, types, formats, edits, revises, proofreads, tracks, and prints a variety of narrative, statistical, and technical documents, reports, correspondence, memoranda, requests for proposals, specifications, manuals, statistical charts, and other documents and materials ranging from routine to complex.Provides administrative support for the Director or Water Operations and department staff.Obtains data from multiple sources; extracts data elements required; updates and maintains specialized logs and databases.Enters, verifies, and processes time card information for Department staff; resolves timecard/work order discrepancies.Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; purchases supplies and materials.Prepares, edits, and formats weekly and monthly reports, tables, and computations; establishes, maintains, and tracks pending projects in database.Prepares travel and training requests; confirms travel arrangements for conferences and business trips; compiles expense reports and prepares post travel memoranda.Working directly with the Legal department, compiles, prepares and processes standard agreements, and related documents; updates relevant databases/programs.Performs receptionist duties, maintains a high level of customer service quality while assisting customers in person and by telephone; conducts research, responds to requests for information and complaints from all internal/external customers and the public and refers requests or complaints to appropriate staffOrganizes and maintains technical and operating manuals i.e. SOP’s and MSDS. Updates as required or needed.Assists Director in preparation of annual budget, tracks expenditures against budget; identifies, researches, and resolves discrepancies. Maintains Calendar for Water Operator Duty assignments and distributes to Pechanga Tribal Departments and all PDC/PRC entities.Assists in maintaining water quality sample documentation, assist in the preparation of annual reports to the primacy agency, and maintaining historical filesQUALIFICATIONS, EDUCATION AND EXPERIENCE: High School Diploma or GED equivalentCandidate must have a minimum of 3-8 years of related experience in an office environment, or an equivalent combination of training and experience. Experience in a government or public utility setting is highly desirable.Proficiency required with Microsoft Office with a focus on Word, Excel, PowerPoint and Outlook.Experience in creating/maintaining file records in a database system; organize and maintain office and specialized files and prepare clear, accurate and concise records and reports.Must have the ability to follow written and oral work instruction and be able to work independently with a minimum of direction.Ability to maintain strict office confidentiality.This position must comply with the Pechanga Tribal Government’s Drug-Free Workplace Policy. This includes: pre-employment testing, post-accident or injury, and random testing.Must successfully pass a pre-employment background investigation.
