Administrative Assistant - Social Services

Position Summary: Perform administrative duties and provide program support for the Director of Social Services and department personnel.                    

Essential Functions:

• Support daily operations of Director of Social Services and other departmental staff members through performance of general office tasks and receptionist duties.
• Maintain current filing systems.
• Sort and distribute in-coming mail.
• Take meeting minutes as required.
• Assist Director of Social Services in preparation of budget reports and grant reports.
• Coordinate departmental inventory of supplies.
• Responsible for the development and control of forms used by the Department of Social Services.
• Prepare reports including recommendations for improving systems and operations.
• Perform accounts payable activities including the role of first-level approval responsibility and submitting them for additional approvals.
• Schedule, arrange and prepare for departmental meetings.
• Coordinate GSA and Tribal vehicle procedures and maintenance. 
• Assist with the planning and coordinating of events hosted by the department.
• Assist with the preparation and documentation of department policies and procedures and their document control.
• Respond to all phone calls and emails in a timely manner.

Non-Essential Functions:

• Perform other related functions as assigned. 

Equipment:

• Standard office equipment.  
• Systems used:  MS Office Applications.

Position Requirements:  

• High School Diploma or GED is required. Associate’s Degree in Office Administration from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education is preferred. 
• Prior administrative support work experience required.
• Intermediate level proficiency with Microsoft Office applications.
• Strong delivery of positive customer service and good communication skills, both oral and written.
• Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced, environment.

Indian Preference:

• Pokagon Band Preference Code applies.

Physical Requirements:  

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment. 
• Frequently required to talk and hear. 

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies:

• Fostering Communication
• Using Information Technology
• Adaptability
• Ensuring Accountability
• Relationship Building
• Time Management/ Priority Setting
• Teamwork