Job Announcement: HR2023:37

Position Title: Administrative Assistant

Advertising: Publicly

Department: Regulatory Affairs

Division: Regulatory Affairs

Immediate Supervisor: Director-Office of Archives & Records Management

Department Director: Division Director-Regulatory Affairs

Employment Status: Non-Exempt

Position Type: Regular Full–Time

Mandatory Reporter: Yes

Background Check Required: Yes (child-sensitive)**

Opening Date: Friday, February 24, 2023

Closing Date: Friday, March 10, 2023 by 5:00 p.m.

Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

Overall Objectives of Position The Administrative Assistant is the first point of contact for the Office of Archives and Records Management (OARM) and provides clerical and administrative support to the OARM Director/Tribal Archivist and staff. This job description is not an all-inclusive list of the duties and responsibilities of this position. The Administrative Assistant is expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs. The Administrative Assistant is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.

Primary Responsibilities of the Administrative Assistant

• First point of contact for visitors including patrons, vendors, and maintenance staff.
• Prepares, processes, and maintains purchase orders.
• Organizes, files, and maintains documents.
• Develops a bookkeeping system and assists in monitoring the budget to ensure spending limits and procedures are maintained.
• Ensures that departmental office equipment, including, but not limited to, the photocopier, printers, and scanners are in proper working order and maintained.
• Orders, processes, stores, and distributes supplies and maintains an inventory of office supplies.
• Maintains documentation and maintenance of inventories, mail logs, receiving logs, freezer/smother treatment logs, humidity/ temperature reports, deed of gift book, patron book, digitization logs, and library catalogues across archival collections.
• Presents excellent customer service skills in communication with others.
• Takes minutes and transcribes minutes of staff meetings and other meetings within the office as directed.
• Checks project status sheet for accuracy and updates.
• Proofreads and makes recommended changes to official documents including monthly reports, end of year reports, and article submissions for Creek Corner Magazine.
• Engages in digitization, photocopying, transcription, book-binding, and researching.
• Keeps the Director abreast of all issues, challenges, concerns, and successes, and up-to-date on all issues requiring the Director’s attention.
• Performs other duties as assigned by the appropriate person.

Day-to-day Responsibilities

• Opens and closes the OARM daily, inspects security and environmental conditions including temperature fluctuations and humidity controls daily.
• Prepares, coordinates, and maintains records for incoming and outgoing mail, and ensures that all incoming mail is delivered to the appropriate person.
• Generates, types, and proofreads a wide variety of documents, reports, and correspondence on behalf of the OARM.
• Works collaboratively in a team environment to support the functions of the OARM.

Education/License/Certification and Experience Requirements

• Must have one of the following:
  • a) Associate’s Degree; or
  • b) A combination of education and related employment experience in a confidential office setting equivalent to two (2) years.
• Must possess certification of “Mandatory Reporter Training” or obtain during the first week of employment.

Skills Required

• Absolute confidentiality.
• Demonstrated proficiency in English, spelling, punctuation, and writing composition. Must successfully pass applicable knowledge, skills, and abilities exams.
• Must have a working knowledge of computers with the ability to work in a Windows environment with various software programs such as Word, Excel, PowerPoint, etc. Must successfully pass pre-employment computer skills exam.
• Ability to work in a cross-cultural environment.
• Proficient organizational skills with unfailing attention to detail.
• Exceptional interpersonal and communication skills, both verbally and in writing.
• Outstanding computer skills.
• Skilled in operation of standard office machinery.

Additional Requirements

• Ability to work odd and irregular hours, as needed.
• Must possess and maintain a valid state driver’s license and insurable driving record according to Tribal insurance guidelines.
• Must successfully pass the required criminal and character background check.
• Ability to travel and participate in required training, leadership development and other events.
• Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application.

**Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.

INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:

In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-Indian

In the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-Indian

In order to receive preference, the appropriate documentation must be submitted.

COMPLAINTS ABOUT RECRUITMENT PROCESS:

Complaints about the recruitment or selection process for employment should be directed in writing to the Human Resources Director of PCI Tribal Government.

An applicant who disagrees with any issue related to the application or hiring process may submit a letter to Human Resources within ten (10) calendar days from the date the applicant knew or should have known that an adverse hiring decision had been made.

Human Resources will provide a written response within fourteen (14) calendar days informing the applicant of any administrative remedy to be provided. The decision of the Human Resources Director shall be final and not subject to further administrative appeal. Any applicant who has exhausted all administrative remedies may be eligible to file a complaint with the TERO Office.

Jason B. Rackard

Human Resources Director

5811 Jack Springs Rd.

Atmore, AL 36502

jrackard@pci-nsn.gov

251-368-9136