Office Administrator

Description

Primary Accountabilities:

The Office Administrator serves as the first impression for the organization and provides overall administrative support while delivering friendly customer service and focusing on the organization’s mission and goals. 

Major Duties:

• Serves as receptionist by responding to or forwarding all incoming calls in a cheerful, polite and professional manner.
• Monitors and maintains the phone system and voice mail messages, reporting any issues as they arise.
• Monitors staff calendars to support reception responsibilities.
• Responsibility for organizing and developing quarterly newsletter.
• Maintains general office space for a professional appearance.
• Plans and organizes multiple meeting prep & set up.
• Provides administration and clerical support to staff, as needed.
• Supports special projects as assigned.
• Retrieves mail from various locations, sorts and distributes daily.
• Provides a timely response to inquiries for information.
• Assists with organization special mailings.
• Maintains postage available to staff and reports expenses to the accounting department.
• Monitors incoming faxes and notifies staff that faxes have been received.
• Orders office supplies weekly or as special orders are needed.
• Reports and monitors budgets for assigned area of responsibility, as needed.
• Assists others with preparing and shipping equipment to remote employees.
• Continuously reviews, edits and approves outgoing documents.
• Acts with professionalism while representing organization at events.
• Works collaboratively with staff to maintain a team environment to accomplish the tasks necessary to serve and support the organization.
• Supports Tribal Nation events and activities as needed.

Requirements

• High School Diploma or GED is required.
• Post-secondary education in Business or HR desired; Administrative or HR certifications highly desired.
• Four (4) years of office experience required.
• Demonstrable outstanding customer service skills.
• Must be able to work independently in a very fast-paced environment and be self-motivated.
• Ability to meet deadlines, work under pressure and work occasion overtime as needed.
• Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly service.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and governmental regulations in a variety of formats.
• Must have excellent communication skills (verbal, written and body language).
• Valid driver’s license for travel is required.
• Creativity and innovation with the ability to plan strategically.
• Ability to problem solve rationally and with common sense.
• Proficient math skills (basic math principles, computations and interpretation of graphs).
• Must possess intermediate level proficiency in Microsoft Suite products (Word, Excel, Outlook) skills is required.
• Knowledge of general office equipment (copiers, phones, computers, etc.).
• Must have the ability to respect diversity and individual needs.

Physical Demands: 

• Physically mobile with reasonable accommodations.
• Ability to sit for extended periods of time.
• Ability to read computer screens, email and talk on the phone.
• Ability to bend, reach, kneel, twist and grip items while working at assigned desk area.
• Ability to lift to twenty-five (25) pounds.

Work Environment:

• Professional, fast-paced and deadline-oriented environment in an office setting.
• Interaction with staff and customers.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Indian Preference Exercised: 

Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B).

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