Administrative Assistant

JOB PURPOSE:

Performs a variety of clerical and secretarial duties in a department or location. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.

JOB DUTIES & RESPONSIBILITIES:

• Serves as the first point of contact for the department.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly; receives, sorts, logs, and routes mail.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, work orders, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Coordinate and input purchase requisitions for department. Gather all necessary documents for PR's and ensures copies for department and business office are submitted.
• Acts as primary liaison for department with students, staff, faculty, and outside constituents.
• Assist Supervisor in processing timesheets to payroll.
• May assists student organizations with administrative support.
• Schedules workshops, instructors, and rooms; assists instructors with course setup and other training requirements.
• Produces or coordinates the production of material required by department.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains financial records; processes accounts payable, purchasing, book orders, and travel documents.
• Schedules department events and activities; classroom schedules, manages departmental or manager's calendar.
• Attends meetings and takes minutes as requested.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Maintains confidentiality of all privileged information.
• May provide guidance to work study students and tutors.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS/REQUIREMENTS:

• Associate's Degree in Business Administration or related field. A Bachelor's degree in the same discipline is preferred.
• Three (3) years administrative, customer service or secretarial experience is required.
• Must be able understand and speak conversational Navajo.
• Valid and clean state driver's license.
• Must be able to pass background check, with NO prior convictions of any felonies.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of planning and scheduling techniques.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Organizing and coordinating skills.
• Database and records management skills.
• Ability to create, compose, and edit written materials.
• Ability to make administrative/procedural decisions and judgments.
• Ability to gather data, compile information, and prepare reports.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to communicate effectively in the Navajo and English language.
• Ability to work as a team member in a structured working environment.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee may be required to sit for prolonged periods, walk and stand.
• Use hands for dexterity of motion, repetitive movement of both hands.
• Have normal auditory, visual acuity, and verbal communications skills.
• The employee must occasionally lift and/or move up to 15 pounds.

WORK ENVIRONMENT

• Work is generally performed in office setting.
• Tight time constraints and multiple demands are common.
• Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.