Administrative Assistant

Starting Wage Range $24.60/hr. - $31.84/hr.

Job Summary:

Assists the Tribal Lands Department to fill short and long-term goals and objectives necessary to meet the mission of the Tribe, the Department and its programs including Economic Development, Tribal Realty and Self-Governance.

Essential Functions:

• Maintains a positive and helpful relationship with Tribal staff and others.
• Provides administrative support to the department staff including, but not limited to: scheduling appointments and meetings; maintaining and updating files, records and databases; scanning files and documents to be stored digitally; and, searching and retrieving data from files, documents and databases.
• Assists with the coordination and maintaining of dates for process timelines.
• Compiles, copies, sorts, and files records of office activities, business transactions, and related activities in both digital and paper systems.
• Reviews and routes incoming documents and communications to appropriate staff on a timely basis.
• Types, formats, proofreads, and edits correspondence and other documents.
• Prepares charts, reports, forms and other documents for use throughout department.
• Assists with tracking and maintaining logs, tables, etc. for various program and departmental processes and protocols.
• Orders supplies as needed and maintains a proper inventory of supplies.
• Coordinates and tracks expenditure requests and purchase orders; ensuring that expenditures are coded correctly and within budget allocations.
• Assists with the development, implementation and maintenance of policies and procedures for the Department, including, but not limited to Economic Development and special projects.
• Assists with preparation and completion of audits, reports and evaluations as needed; including, but not limited to, program audits, data collection, evaluation of compliance with applicable laws and regulations.
• Performs a variety of other duties as assigned by supervisor. 

Education, Experience, And Licenses:

• Requires a high school diploma or GED.
• Requires two (2) years administrative-related experience to include one (1) year of experience as an administrative assistant, office assistant or relative position with a focus on economic development, realty or government related services.
• OR equivalent combination of education, training and experience.

Driving Requirements:

• 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:

• Experience with Code of Federal Regulations, specifically CFR 25, preferred.
• Requires the demonstrated ability to maintain discretion and confidentiality.
• Experience with records retention, report writing, and accurate documentation required.
• Must be able to establish and maintain effective working relationships with others.
• Requires excellent written and oral communication skills both in receiving and relaying information.
• The ability to engage with empathy, patience, tact and professionalism in challenging interactions is a fundamental requirement of this role.
• Requires working knowledge and proficiency in use of office equipment.
• Requires proficiency in Microsoft products. 
• Working knowledge and proficiency of computer programs such as Adobe and ArcGIS preferred.
• Requires strong commitment to accurately complete task, problem solve, demonstrate initiative and organizational skills, attention to detail, and personal integrity.
• Must be able to use judgment in the analysis of facts and circumstances surrounding individual problems or transactions in determining actions to be taken within the limits of policies and procedures.
• Requires facilitating a respectful, friendly atmosphere in the workplace.
• Must be able to independently plan, organize and manage work without direct supervision. 
• Must have ability to work in a fast-paced and challenging environment with multiple, changing priorities, while delivering quality service within strict time limitations.
• Knowledge of and sensitivity to Native American culture required.

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.
• 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.