Administrative Assistant

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Aztec, NM office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email to ensure that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

 Duties and Responsibilities: 

• Answer and direct phone calls
• Greet and assist visitors to the office
• Provide general support to visitors
• Provide information by answering questions and requests
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes and forms
• Coordinate office procedures
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Oversee stocking of office equipment paper, ink, supplies, janitorial supplies and breakroom supplies
• Develop and maintain a filing system
• Contribute to team effort by accomplishing related results as needed
• Assist in the preparation of regularly scheduled reports
• Handle sensitive information in a confidential manner
• Receive, sort and distribute the mail
• Assist all employees with insurance, enrollments, forms, etc.
• Ensure time ticket notices, data and questions are handled in a timely manner
• Submit and reconcile expense reports, "P" Card Reports and fuel card reports
• Assist with Safety Meeting sign-in and filing paperwork, etc.
• Provide all distribution reports for vehicles
• Provide Insurance Certificates, Registrations and fuel cards for each vehicle in a timely manner
• Request and provide staff with Annual Jicarilla Permits in a timely manner
• Submit yearly Bradenhead Test Reports in a timely manner
• Book travel arrangements, appointments and meetings
• Research and create presentations
• Assist the Accounts Payable team by processing, verifying, and reconciling invoices. Retrieve mail/invoices daily (via USPS or email). Prepare and monitor invoices daily ensuring the accuracy of each invoice including names, addresses, dates, invoice numbers, itemized costs, taxes and coding
• Assist the Production Accounting team with preparing monthly reports, assist with production questions and run yearly SPCC (Spill Prevention, Control, and Countermeasure) reports.

 Knowledge, Skills, and Abilities: 

• High School Diploma or equivalent required
• 3 years of Administrative Assistant experience preferred
• Effective written and verbal communication skills
• Detail oriented and highly organized with an ability to manage information, time and prioritize tasks to maximum efficiency
• Ability to research information and willingness to communicate, cooperate, and coordinate with others
• Strong computer skills
• Strong analytical skills, attention to detail and multi-tasker 
• Must have the ability to prioritize workload and work with minimal supervision
• Ability to work independently or in a team, with office staff and various agencies

Equal Opportunity Employer

Prospective employees will receive consideration without discrimination because of race, color, religion, marital status, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, veteran status, disability, or genetic information.