Administrative Assistant - Administration

Commitment to Citizen Service 

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.  

Position Summary: Responsible for greeting the public to ascertain the nature of the visit and direct to the appropriate staff. Support the administrative staff through various clerical duties and general office tasks.  

Essential Functions: 

• Greet and welcome visitors in-person and on the telephone, direct guests to the appropriate staff member.
• Pick up all government mail at post office, sort, deliver to each department/building.  Retrieve any outgoing mail from each department; meter and drop off at post office.
• Assist with mailings (packages, priority/certified mail) for FedEx, Priority Mail, UPS and charge to the correct department.
• Maintain and restock office supplies, as needed.
• Maintain petty cash and document transactions, as needed; maintain various monetary transactions (i.e., Verifone, property deposits, reimbursements), as needed. 
• Obtain completed campground applications and forward to Tribal Police Department and Facilities; maintain calendar record of campgrounds. 
• Assist with making travel arrangements and the reconciliation of travel expenses and credit card receipts.
• Maintain Administration conference room calendar.
• Submit maintenance work orders for the administration building. 
• Fleet management of Administration government vehicles and buses.  Follow policies and procedures for vehicle reservations, maintain vehicle reservation calendars.  Schedule routing maintenance and car detailing.
• Obtain fuel receipts for processing and reconcile.
• Provide clerical support to various administrative departments and committees. 
• Assist with scheduling/calendaring events within the buildings conference rooms, meetings rooms, etc.
• Bereavement arrangements for property use and assistance with bereavement items (supplies, food, condolence flowers) per policy.
• Print monthly reports and upload on citizen portal.
• Processing Pokagon Band flag distribution and sales to citizens, inventory, orders and records.  Maintain upkeep on flags at all Pokagon Band properties.

Non-Essential Functions: 

• Make coffee and maintain supply in the break room on a daily basis; help with food preparation for meetings hosted by the Executive Team. 
• Assist the Executive Assistant with special projects and general office duties, as assigned.
• Perform other related functions as assigned.

Equipment: 

• Standard office equipment; multi-line phone system. 
• Systems used:  MS Office applications, and Internet.

Position Requirements:  

• High School Diploma or GED.
• Previous experience in an office setting or service-related field. 
• Excellent communication and interpersonal skills; the ability to speak effectively and respond to questions in a professional manner at all times. 
• Strong delivery of positive services skills and excellent communication skills, both oral and written.
• Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment. 
• Maintain confidentiality when dealing with Tribal matters.
• Must be proficient with MS Office applications and general office equipment such as copy machines, fax machines, calculators, printers, scanners, etc. 
• Must have a valid driver’s license and meet insurance requirements to utilize Pokagon Band vehicles.

Indian Preference: 

• Pokagon Band Preference Code applies.

Physical Requirements:  

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment. 
• Frequently required to talk and hear. 

Work Environment: 

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies: 

• Acting with Empathy and Compassion
• Client Focus
• Adaptability
• Teamwork
• Achievement Orientation
• Attention to Detail