Executive Administrative Assistant

Closing Date: February 9, 2025

SUMMARY:

The Administrative Assistant is to support the administrative functions within the Department of Public Works, to include by not limited to Housing, Public Works and Water/Wastewater,

This position will provide administrative support duties of a varied nature as directed by the Housing Manger, Public Works Manager and Water/Wastewater Manager. Special emphasis will be typing, filing, sorting mail, scheduling and maintaining an accurate records system and assist with correspondence. Providing a wide range of administrative support services to the department including providing budgetary reports and financial activity monitoring and tracking.

DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Receive and review all incoming mail on a daily basis.
• Review workload and coordinate the use of internal policies, procedures and activity to facilitate efficiency and productivity.
• Process requisitions, purchase orders and payment requests.
• Perform record keeping, which may include confidential information.
• Answer phone calls, take messages and maintain department calendar.
• Establish, maintain and update important files and other office documents.
• Type routine correspondences, forms, requisitions, and proposals, etc.
• Coordinate distribution of work orders, while maintaining records and statistics data of various work order activities
• Process, review and follow-up with outgoing financial documents such as travel requests, payment requests, requisitions, purchase orders, invoices, and training forms.
• Manage the process of finance paperwork necessary for purchases by following policies and procedures.
• Coordinate tracking and monitoring of the office supply expenditures
• Order office supplies and maintain office equipment.
• Perform copying tasks and faxing of documents for staff when needed
• Schedule and coordinate activities as requested by outside agencies.
• Coordinate staff participation in planning and review meetings, budget hearings, training classes, conferences, seminars and interviews.
• Participate in the coordination of office systems in areas such as bookkeeping, office automation, workflow, tracking and records retention.
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• High School Diploma or GED
• Minimum two (2) years of current experience in an administrative setting supporting various workgroups.
• Ability to maintain strict standards of confidentiality
• Highly organized w/ the ability to multi-task.
• Proofreading skills
• Excellent written and verbal communication skills
• Strong computer skills and up to date on latest versions of Microsoft Office (Word, PowerPoint, Excel and Outlook).
• Ability to work independently and effectively with minimal supervision Ability to work well within the existing team and government structure
• Sensitive to Native American Culture
• Must pass drug screen (UA) and a criminal background check
• Valid driver's license and proof of insurability

PREFERRED

• Certificate in Office Administration
• Associates degree in Office Management or related field
• Experience with various bill/payment programs

Physical Demands

• Must be able to walk, stand or sit for long periods throughout the day
• Must have the ability to lift and carry up to 25 pounds

REQUIRED TRAINING:

• Effectively Handling Harassment training
• Any position-related training as determined by department manager

WORKING ENVIRONMENT:

• Work is performed primarily in an office setting, but may include occasional outdoor activities

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community.