Administrative Assistant IV - Healthy Lifestyle Program (Open Until Filled)

ADMINISTRATIVE ASSISTANT IV

REGULAR/FT

NON-EXEMPT - LEVEL 5

SALARY: $15.40

GENERAL DEFINITION: The purpose of the position is to provide administrative support and technical support services to the Healthy Lifestyle Program.

SUPERVISION RECEIVED: Work is performed under supervision of the WIC/Healthy Lifestyles Director.

SUPERVISION EXERCISED: None.

DUTIES:

Communicates effectively to internal and external program participants in writing, on the phone, and in person to assist the program to accomplish critical program related decisions.

• Answer and receive all incoming calls in a prompt and professional manner, directing calls to appropriate parties and taking messages.
• Receives and screens mail and telephone calls using discretion.
• Responds to and/or redirects callers to appropriate office or personnel.
• Disseminates information on program’s behalf to internal and external constituencies.
• Ensure clear communications and positive working relationships.

Coordinate program office management activities including meetings, correspondence, travel arrangements, records management, and other office duties as assigned.

• Prepare and distribute office correspondence, reports, logs and other office documents as required.
• Process and securely handle controlled and classified correspondence and documents.
• Maintain the program’s calendar and assist with scheduling and travel arrangement for program staff.
• Preparation of meetings, conferences, and other events, including compiling, formatting, posting and distributing materials.
• Maintain and coordinate program files and records.

Performs general administrative, secretarial and clerical support services to the program.

• Process mail including receiving, sorting, logging, and distributing incoming and outgoing correspondence and packages.
• Type, word process, format, edit, revise, and proofread a variety of documents and forms and other documents to compose routine correspondence as appropriate.
  • Prepares travel authorizations for the staff.
• Monitor inventories of supplies and materials to prepare vouchers for payment and requisitions for purchases.
• Prepares, processes, and maintain time and attendance records for the staff.
• Monitors status of routed correspondence, budgets and other documents in a timely manner.
• Retrieves all travel data from each traveler upon their return, prepares a travel voucher and submits to finance with accurate data.

Maintains central filing and form system for the program, including confidential correspondence, forms, documents, reports, data and a variety of other materials as assigned.

• Maintain records and process forms, such as time records, purchase requisitions and orders, and other specific to the program.
• Files reports, correspondence, forms and other documents and retires inactive files.
• Enter and retrieve data from automated system(s) to generate reports and perform other automated processes.

Execute timekeeping clerical duties to the to maintain attendance records for personnel.

• Compile and post employee timekeeping data and manage hours clocked.
• Maintain and management of timekeeping records of employees.
• Analyze and evaluate timekeeping issues.
• Reconciles leave records for accuracy.

Manage general fiscal documents to accurately monitor financial transactions.

• Maintain accurate and current information for cuff accounts, payment vouchers, purchase requisitions, data collection, travel expenses, accounts, and budget.
• Prepare purchase requisitions to maintain office supplies, materials and services.
• Maintain inventory control to ensure accurate record of supplies.
• Reconciles receipts of items on payment vouchers and purchase requisitions.

Operates as the primary point of contact for the program office for all interfacing organization and functions.

• Efficiently handle client inquiries.
• Monitoring and management of clientele licensure applications.
• Assist with monitoring hiring process and referrals.
• Perform special projects as needed.

Assist with technical support services to assists the program with monitoring and processing of information in the administration of the Healthy Lifestyle Program.

• Obtain and enter client’s health measurements such as height, weight, and blood samples into the electronic system to complete certification process for client participation.
• Prepare educational materials and other related documents to assure client knowledge of the program.
• Develops new files for use in administering the Healthy Lifestyle program to create new household identification and collect pertinent information to start a client electronic file.
• Maintains client electronic records to monitor compliance of participation as needed.
• Creates spreadsheets of medical data and questionnaires collected for annual evaluation of programs to monitor program benchmarks.
• Assist in monthly formula counts and invoices for rebates to monitor grant funding.
• Assists in compiling reports required by outside agencies to maintain compliance for continued funding.
• Maintains monthly staff work schedule to achieve program efficient operations.
• Assist in drafting contracts to procure professional services to maintain program facility, equipment, consulting, or related services.
• Develops PowerPoint presentations related to program services to achieve program outreach.
• Coordinate monthly outreach events including ordering of incentives, volunteer recruitment and/or supervisor assignments, facility usage and related event planning activities to fulfill the program services.

Performs other duties as assigned or necessary.

• Coordinate and execute cross-training and job rotation initiatives to improve support of customers and overall operation performance.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of principles of the tribal government organization and functions. Knowledge of tribal programs, policies, procedures, funding and accountability systems and operations. Knowledge of research methods, techniques of organization and presentation of research findings. Knowledge of budget and finance administration. Knowledge of office management principles, methods, and procedures to complete work assignments. Knowledge of organization, personnel, and fiscal management complete daily work assignments. Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records. Knowledge and understanding of practices of positive customer relations. Knowledge of modern office practices and procedures, business English, grammar, and mathematics. Skilled in operating a computer and using accounting software, word processing software, various spreadsheet programs, database software applications, e-mail, and business machines to prepare, review, and analyze financial reports and related documents. Skilled in maintaining and operating all business machines. Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments. Ability to communicate clearly and effectively in Zuni, English and written English. Ability to organize information, prioritize work, juggle multiple tasks, and exercise independent judgment in carrying out duties successfully and effectively under multiple deadlines and task timelines. Ability to rapidly understand and perform work requirements. Ability to set up records and files. Ability to develop, establish, and maintain effective working relationships with tribal employees, outside agencies, and the general public.

TRAINING AND EXPERIENCE: Associate’s degree in Administrative Assistant, pre-business, or a related field; with three (3) years of experience in office administration, program assistant or related experience that demonstrate the ability to perform the duties of the position. Preferred experience within a Native American community or tribal government.

LICENSE AND CERTIFICATES: Valid New Mexico Driver’s License with no DUI/DWI convictions within the past three (3) years. Driving is an essential part of the duties.

PHYSICAL DEMANDS: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc. No special physical demands are required to perform the work. Regular exposure to favorable conditions such as those found in a normal office.

SPECIAL CONDITIONS: Position is subject to Pre-Employment drug testing. Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Must submit to and successfully pass a thorough character background and FBI fingerprint check. May be required to work evenings or weekends on occasion.