What are the responsibilities and job description for the Administrative Assistant position at Soboba?
SUMMARY
The Administrative Assistant for the Fire Department provides effective administrative support including performing clerical duties, preparation of reports, responding to information requests, creating and maintaining calendars and files, drafting correspondence, memos, scheduling meetings, and making travel arrangements.
DUTIES AND RESPONSIBILITIES
Although other duties may be assigned, the essential duties include the following:
- Provides administrative support to the Fire Chief, Fire Marshall and Fire Captains.
- Coordination of the daily operation of the Fire Department office while exercising independent initiative and judgment. Maintain tracking systems for various projects.
- Prepare reports, memos, official notices and communications using word processing, spreadsheet, or presentation software.
- Maintain the timesheets for all staff within the timekeeping system.
- Research and assembles topical information for use in board, committee and other meetings.
- Be adept at communicating with the Fire Chief when he is not in the office.
- Take minutes during various committee meetings and compose into formal documents ensuring all relevant content was captured.
- File and retrieve documents
- Make travel arrangements for staff conferences and seminars.
- Prepare expense reports for submission.
- Screen telephone calls, inquiries, requests for documents and information.
- May be required to work a flexible schedule in order to complete a special project at the directive of Fire Chief.
EDUCATION/EXPERIENCE
- A High School Diploma
- 3-5 years of previous administrative experience supporting a tribal government operation or director level position or similar background preferred.
QUALIFICATIONS
- Must be able to communicate effectively with a variety of different types of individuals.
- Must be organized and have the ability to keep the Fire Department staff organized.
- Must have the ability to follow instructions and work independently.
- Ability to format, proofread and edit documents.
- Ability to conduct on-line research
- Ability to efficiently make travel arrangements and schedule meetings and conference calls with multiple parties.
- Ability to prioritize among competing projects
- Ability to prepare correspondence and memos.
- Maintain professional levels of integrity and confidentiality.
- Knowledge of and experience working in Tribal government preferred.
- Good general computer operating skills (with proficiency in Word, Excel and PowerPoint).
- Minimum Proficiencies.
- Word - Type a minimum 30 words per minute, advanced formatting, and redlines.
- Excel -Set page layout, sort data, filter data, format cells, and basic formulas.
- Power Point - Convert word and excel documents to a power point presentation.
- Outlook - Maintain calendars, scheduling, and contact information.
- Phone - Basic etiquette and documentation
REQUIRED
- Ability to provide proof of legal right to work for any employer in US
- All applicants are required to complete the pre-screen Background Clearance and Drug Testing.
- The Tribe is an Equal Opportunity Employer and exercises Native American Preference.
