Secretary (administration)

Definition

Under general supervision of the department Office Manager or Director, provides administrative support for the department that assists in achieving the overall department goals and objectives. Assists with a variety of administrative office tasks and special projects that ensure the efficiency and improvement of department practices and procedures. This job class is treated as FLSA non-exempt.

Distinguishing Features : The Secretary job class is distinguished from the Clerk and Senior Clerk job classes by emphasis on more complex clerical and administrative tasks. Helps the Office Manager (if applicable) mentor temporary or new departmental secretarial positions as needed, but there are no supervision related tasks. Requires less supervision than the clerical job classes of Clerk / Senior Clerk.

Essential Functions : Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

Tasks :
1. Mentoring and Training: Assists the Office Manager in mentoring temporary or new department's secretarial staff, as needed, so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department's objectives and attain further career progression goals.

• Assists with cross training temporary or new secretarial support staff regarding department and Community Government practices and procedures.
• Provides recommendations regarding support staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.

2. Administration: Provides direct administrative support to the Office Manager and Director.

• Protects access and dissemination of confidential department information.
• Performs more complex administrative assignments including processing PeopleSoft financial requisitions and Time & Labor.
• Provides recommendations to the Office Manager regarding overall operation of the department including practices and procedures.
• Acts as point-of-contact for department Purchasing Card (P-Card) use with Office Manager approval for travel, food, office supplies, etc.

3. Office Tasks: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely and professional manner.

• Demonstrates the ability to multi-task.
• Acts as a primary customer service representative for the department. Answers the Department's main telephone number to the Executive Office, greets and screens customers, and accepts customer feedback and complaints and organizes for routing to the proper department authority.
• Sorts and prioritizes mail for distribution.
• Arranges department staff travel, travel claims, accommodations and airfare as required.
• Schedules conference rooms and ensures proper and timely setup including any food coordination if required.
• Provides administrative support to departmental staff.
• Assists with the SRPMIC Minors' Trust program.
• Assists with the SRPMIC Funeral Loan program.
• Keeps and compiles customer service data for the Department's Quarterly Reports to the Community Manager and the Community Council.
• Schedule miscellaneous appointments for management staff as required.

4. Special Projects: Assists the Office Manager with special projects as assigned by the Director or designee.

5. Miscellaneous: Performs other job related duties as assigned by the Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.

• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing andmaintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill with organizational tasks.
• Skill multitasking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows, MS Excel and MS Office.

• Ability to type on the computer 40 net words per minute.
• Ability to effectively handle more complex assignments.
• Ability to provide excellent customer service.
• Ability to clearly communicate verbally and in writing.
• Ability to adapt to changing work situations and assignments.
• Ability to work independently, effectively and calmly in a high-stress work environment.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to read, comprehend, interpret and follow complex verbal and written instructions.
• Ability to take and prepare accurate and timely meeting notes.
• Ability to work under pressure by handling problems and tasks simultaneously and/or unexpectedly as deadlines approachwhile maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Office Manager or Director's attention.
• Ability to be flexible, adaptive and work effectively in a fast-paced environment.
• Ability to function effectively in a professional, friendly & outgoing manner.
• Ability to work with other staff with a team player attitude.
• Ability to lift & carry 25 lbs but accommodations can be made if needed.

Minimum Qualifications

Qualifications:

Education: Graduation from High School or GED equivalent required.

• For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

Experience: Two (2) years full-time work experience performing secretarial and administrative tasks required.

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
• Must be able to demonstrate typing skill at 40 net words per minute using a computer.
• May be required to demonstrate proficiency with MS Windows, MS Excel and MS Office computer software.

Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required:1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.