Administrative Coordinator (Internal or Tribal Candidates Only)

Description

In this role, you will be responsible for overseeing our fleet operations while also managing front desk duties. Your primary focus will be on ensuring the smooth functioning of our vehicle fleet, coordinating maintenance schedules, and optimizing routes for efficiency. Additionally, you will be the first point of contact for visitors and callers, providing excellent customer service and administrative support to various departments within the organization. Your role is vital in creating a welcoming and organized environment, supporting daily operations, and ensuring effective communication within the organization. 

Essential Duties:

Level 1- 

• Respond to routine inquiries from the general public, visitors, customers, and other interested parties. 
• Answer incoming calls, take messages, and redirect calls to appropriate personnel.
• Provide information to customers about services, departments, procedures, and directory information.
• Greet and welcome visitors in a courteous and professional manner.
• Maintain status on employees’ current location and availability throughout the business day, and make appointments, as needed.
• Perform basic word processing tasks, draft routine forms, and letters. 
• Copy and collate materials as needed.
• Maintain accurate and up-to-date visitor logs, phone directories, and other administrative records.
• File and maintain various standard documents and records. 
• Receive, sort, and distribute mail, messages, records, office supplies, and other materials.
• Provide administrative support to various departments as needed. 
• Administer new hire driver test.
• Ensure Tribal fleet policy is up to date and relevant.
• Implement and monitor a preventative maintenance program to assure cost effective maintenance and a scheduled maintenance program according to vehicle manufacturer specifications.
• Monitor and schedule vehicle replacement of owned and leased vehicles.
• Maintain knowledge and utilize all fleet information and user surveys to forecast new requirements.
• Monitor and ensure fleet operation in compliance with local and state rules and regulations.
• Develop and implement standard operating procedures for vehicle maintenance and repair.
• Keep detailed vehicle and equipment inventory list. 

Level II - 

Performs all duties of Level I, plus: 

• Provide information to visitors and clients regarding tribal government services, programs, and events.
• Assist visitors with completing forms and documents as needed.
• Schedule appointments and meetings for tribal government officials and staff.
• Assist in the preparation of reports, presentations, and other documents.
• Assist in coordinating meetings, conferences, and events, including room bookings and catering arrangements.
• Assist in special projects or initiatives as assigned by manager. 

Additional Duties:

• Maintain lobby and reception area to promote a welcoming and professional environment.
• Maintain confidentiality and communicate with tact and discretion.
• Assist other groups or departments, as needed.
• Assist in developing and implementing goals, objectives, standards, and priorities.
• Coordinate with program managers on vehicle scheduling and maintenance.
• Coordinate repairs for vehicle post-accident.
• Periodically check vendors and analyze for cost savings.    
• Assist program managers and HR in follow up actions regarding vehicle infractions and safety violations.
• The Tribe values its commitment to community service and the well-being of its members. In recognition of this, each employee may be expected to perform duties from time to time which may not be related to their regular responsibilities.
• Other duties as assigned.

Requirements

• Ensure confidentiality of sensitive information and handle it with discretion.
• Knowledge of basic administrative procedures and office practices.
• Excellent customer service skills and written and verbal communication.
• Ability to organize and prioritize time and duties efficiently.
• Ability to maintain confidentiality and use tact and discretion.
• Proficiency in Microsoft Office programs and standard office equipment.
• Ability to understand and explain economic and accounting information, prepare, and manage budgets, and make sound long-term investment decisions.
• Ability to be truthful and credible in the workplace.
• Ability to complete assigned tasks under stressful situations.
• Ability to actively attend to, convey, and understand the comments and questions of others.
• Ability to grasp and understand business concepts and issues.
• Ability to communicate effectively, clearly, and concisely both orally and in writing.
• Ability to make critical decisions while following tribal procedures.
• Ability to be culturally sensitive.

Education & Experience:

Education Required: 

Level I - 

• High School Diploma or GED

Level II – 

• Associate degree in office administration, business management, or a related field or combined equivalent of education and experience that demonstrates the abilities to perform the essential functions of the position is required.

Education Preferred: 

• Bachelor’s degree in office administration, business management, or a related field or combined equivalent of education and experience that demonstrates the abilities to perform the essential functions of the position is required.

Experience:

Level 1 - 

• One year’s experience required.

Level II – 

• Minimum of 3 years of experience as a receptionist, administrative assistant, or in a similar role, preferably in a government or tribal organization.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), email clients, and database management systems.
• Strong organizational and time management skills, with the ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Excellent communication skills, both verbal and written, including professional phone etiquette and the ability to compose clear and concise correspondence.
• Minimum of 2 years’ experience in fleet vehicle operations. 

Certifications/Licenses: 

• Must have and maintain a valid WA state driver’s license.

Other Requirements:

• Successfully complete online computer skills assessment(s) to demonstrate proficiency in relevant software and tools.
• Must be able to pass a thorough pre-employment background investigation. 
• Must agree to be subject to the Tribe's Controlled Substance and Alcohol Testing Policy to include pre-employment screening.

Work Environment:

The work environment includes an office environment in a controlled atmosphere building.

Tribal Preference:

The Snoqualmie Indian Tribe follows the Tribal Hiring Preference as outlined in tribal policies, including the Tribal Employment Rights Ordinance (TERO). TERO sets forth certain hiring preferences for qualified individuals who are enrolled in a federally recognized Indian tribe, as well as, in some cases, preference for certain family members of those individuals.

Additional Information:

• Hourly, compensation will be determined based on experience; level I starts at $27.21, and level II starts at $31.56 per hour. 
• This position is a permanent full-time position and employment is at will. 
• This position is currently open to internal or tribal member candidates only. 

Location: 

• Snoqualmie, WA

Benefits: 

• First of the month following date of hire - competitive medical, dental, vision, life, and disability insurance benefits for all regular full-time employees.           
• After 90 days - 401k retirement plan with employer matching contributions up to 4%. 
• Paid Holidays - Up to 18 paid holidays are offered every calendar year, which includes the workdays between Christmas Eve and New Year’s Day. 
• Paid Time Off – Employees accrue 12 days sick and vacation leave respectively. Increases based on years of service. 

Additional Perks: 

• Additional time off opportunities available including bereavement, military, parental and jury duty. 
• Childcare subsidy for children enrolled full-time in the Snoqualmie Tribe Child Development Center. 
• Employee discounts at Snoqualmie Casino (tickets/events, gift shop and restaurants), Salish Lodge & Spa (rooms, spa & dining) and Crescent Market (gas discount card).
• Third party perks include movie tickets, theme parks, shows and attractions & more.  
• Employee assistance plans. 

Salary : $32