Administrative Assistant

General Description

Responsibilities & Duties

• Receives and relays incoming, outgoing, and interoffice messages for staff members using a multi-line console consisting of multiple extensions and outside lines.
• Provides organizational information to callers using printed directories. Provides routine, authorized information (i.e. telephone and extension numbers, names and locations to callers inquires). Places local and commercial long-distance calls for staff members. Adjusts console controls for re-routing of telephone calls according to schedule hours of duty.
• Operates the public address system using prescribed hospital emergency and special codes to page and alert staff members.
• Maintains records used as guidelines in telephone operational and reception, such as telephone directories, and organizational listings.
• Provides clerical support for administrative staff to include establishing and maintaining office files, maintaining the conference room schedule.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Hear and resolve and refer complaints or concerns from customers and public.
• File and maintain records
• Transmit information or documents using computer, mail, or facsimile machine.
• Schedule appointments and maintain and update appointment calendars.
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Must adhere to Absentee Shawnee Tribe Personnel Policies and Drug and Alcohol Policies.
• Other duties as assigned.

Qualifications

• High school graduation or equivalent. Six months generalized switchboard experience preferred
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Excellent Oral and Written skills
• Must have a valid Oklahoma Driver’s License.
• Must be able to pass a background check.

• Sitting or standing or walking for long period of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking hearing and visual acuity.
• Frequent lifting (up to 15 lbs)
• Occasional lifting (up to 30 lbs)