Secretary

Starting Wage Range: $20.75/hr. - $26.42/hr.

Job Summary:

Provides receptionist and clerical support services for the department. 

Essential Functions:

• Presents a positive attitude while greeting visitors and directing them to the appropriate department and/or individual who can assist them.
• Answers phones, routes calls, makes appointments and takes messages; provides general information responses to inquiries.
• Maintains the office bulletin boards, and overall appearance of the waiting room and front office.
• Gathers information from the public necessary to initiate/provide services and/or records as needed.
• Provides basic clerical support to department staff.
• Assists in simple to moderate research or analysis, which may include navigation on the Internet.
• Accepts and receipts Tribal member rent and lease payments, posts to housing database.
• Organizes and maintains incoming and outgoing mail, faxes and in house communications.
• Responds to requests for assistance by staff/management quickly and efficiently.
• Delivers documents and runs a variety of errands between Tribal offices.
• Ensures adequate supply of updated office forms and assists with processing forms.
• Orders office supplies and equipment, and tracks expenditures.
• Maintains conference room schedule.
• Maintains and updates vehicle inventory records and reports monthly vehicle mileage.
• Assists in arranging departmental meetings and workshops.
• Files reports, correspondence and minutes.
• Operates a variety of general office equipment, which may include, but is not limited to calculator, fax machine, scanner, and copy machine.
• Handles petty cash and ordering for vending machines.
• Performs various functions within the housing database as assigned.
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses:

• Requires a High School diploma or GED equivalent.
• Requires a minimum of one (1) year of work experience in secretarial or clerical positions.
• Experience working with multiple executives preferred.
• OR equivalent combination of education, training and experience.
• Must maintain a valid Oregon driver’s license or obtain one upon hire, qualify for the Tribe’s vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

• Must have the ability to efficiently plan, schedule, and accomplish a variety of tasks simultaneously and within appropriate time constraints.
• Must have the ability to establish and maintain effective work relationships in meeting and dealing with others.

• Must have the ability to use computer application software packages to include; spreadsheets, databases and word processing applications.
• Must be able to operate a multi-line telephone system with a high volume of incoming calls.
• Must be able to work under pressure and handle sensitive clients/situations, and refer them to appropriate staff members for resolution.
• Must be able to operate a variety of general office equipment, which may include, but is not limited to calculator, fax machine, scanner, and copy machine.
• Knowledge of and sensitivity to Native American culture required.

Tribal Housing Staff Requirements:

• Cannot have an eviction from Tribal Housing for the past five years; including adjudicated evictions, and Notices to Quit, in which tenants moved out prior to going to Tribal Court.
• Denied Tribal Housing based on criminal and/or drug activity, and/or bad landlord references.
• As a GRHD tenant must be in compliance with their rental agreement.  This includes:
  • No more than one late payment in a one year period
  • No more than one compliance request in a one year period
  • Shall not have engaged in threatening, abusive or violent behavior toward GRHD or CTGR personnel during the last five (5) years
• There should not be any conflicts of interest with GRHD tenants and/or staff. 

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

• Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.