What are the responsibilities and job description for the Administrative Assistant position at the Chickasaw Nation?
We are currently looking for a Full Time Administrative Assistant to join our Residential Treatment Section team located at the Nittak Himitta Womens and Childrens Recovery Center.
Summary:
Assists with all administrative support required to efficiently and effectively provide consistent high quality services to both internal and external customers.
Responsibilities:
- Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- May prepare and process travel requests, travel claims and check requests
- May compose and type trip itineraries
- Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
- Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
- Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
- Provides coverage/assist with the front reception desk as needed
- Schedules staff meetings, conferences, and events
- Manages and orders office inventory, equipment, uniforms and/or other operational supplies
- Creates and submits requisitions according to departmental needs
- Maintains files, logs, and records
- Assists as directed in budgetary expenditures
- Creates and maintains the scheduling of division vehicle maintenance
- Assists with timekeeping in the time management system as needed
- Maintains management’s calendar of appointments and staff meetings
- Routes, logs, prepares and/or distributes incoming and outgoing mail
- Prepares individual and group correspondence
- Completes all required departmental documentation
- Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served
- Prepares weekly reports
- Prepares monthly reports
- Prepares quarterly reports
- Prepares annual reports
- Provides first class customer service - courteous and helpful to all internal and external customer types
- Answers questions in a courteous and professional manner
- Partners with internal and external services as needed to ensure appropriate referral is made
- Greets and engages with a smile
- Determines needs, seeks positive experience and outcomes
- Completes all training and development requirements and participates in continuing education opportunities
- Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains general upkeep of work area and maintains a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
- Maintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
- Performs all other duties as assigned
Competencies:
Essential:
Nonessential:
Essential:
- Able to follow instructions, both written and oral
- Able to adhere to all scheduling and attendance requirements
- Focus on a single task for pro-longed periods of time
- Must be detail-oriented
- Honesty, truthfulness, reliability, accountability
- Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
- Understand Native American culture and tribal programs
- Organizes work and assigned area logically and orderly
- Filing skills
- Define problems, collect data and establish facts
- Works well within a team
- Organizational and time-management
- Ability to plan, organize and follow through on assignments
- Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
- Use voice in authoritative manner
- Writes effective communications with team, departments, guests and management
- Keeps written records
Nonessential:
- Ability to practice appropriate boundaries including no social media contacts with present or former individuals served
Skills:
Essential:
Essential:
- Must be familiar with the Microsoft Office Suite of products
- Printers and scanners
Experience:
Essential:
Essential:
- No prior experience required.
Education:
Essential:
Essential:
- High School, GED or Equivalent
Credentials:
Essential:
Essential:
- Pass general background check
- Standard Driver's License
Working Conditions:
Essential:
Essential:
- Works in an office setting
- Communications phone, computer
- Communications written, verbal
- Effective work relationships inside and outside organization
- Pass pre-employment drug test
- Sometimes bend, kneel, stoop, push, reach
- Use computer up to 100% of shift
- Operate normal office equipment
- Able to drive assigned vehicle types
- Sometimes lift and or carry up to 25 lbs
- Sitting up to 100% of shift
- May be required to assist individuals who are under the influence