ADMINISTRATIVE ASSISTANT I

FT/REGULAR

NON EXEMPT - LEVEL 2

SALARY $14.36

GENERAL DEFINITION:  The purpose of the position is to perform a variety of clerical and receptionist work duties involving typing, recording and file maintenance, mail distribution and telephone reception.

SUPERVISION RECEIVED:   Work is performed under the supervision of the Director.

SUPERVISION EXERCISED:   None.

DUTIES:

Perform routine clerical, record keeping, data entry or administrative responsibilities and duties to support daily operation services.

• Communicates effectively to internal and external program participants in writing, on the phone, and in person to assist the program to accomplish critical program related decisions.
  • Answer and receive all incoming calls in a prompt and professional manner, directing calls to appropriate parties and taking messages.
  • Receives and screens mail and telephone calls using discretion.
  • Responds to and/or redirects callers to appropriate office or personnel.
  • Disseminates information on program’s behalf to internal and external constituencies.
  • Ensure clear communications and positive working relationships.

• Performs basic general administrative, secretarial and clerical support services to the program.
  • Process mail including receiving, sorting, logging, and distributing incoming and outgoing correspondence and packages.
  • Type, word process, format, edit, revise, and proofread a variety of documents and forms and other documents to compose routine correspondence as appropriate.
  • Prepares travel authorizations for the staff.
  • Monitor inventories of supplies and materials to prepare vouchers for payment and requisition for purchases.
  • Prepares, processes, and maintain time and attendance records for the staff.
  • Monitors status of routed correspondence, budgets and other documents in a timely manner.
  • Retrieves all travel data from each traveler upon their return, prepares a travel voucher and submits to finance with accurate data.
• Maintains central filing and form system for the program, including confidential correspondence, forms, documents, reports, data and a variety of other materials as assigned.
  • Maintain program records and process forms, such as time records, purchase requisitions and orders, and other specific to the program.
  • Files reports, correspondence, forms and other documents and retires inactive files.
  • Develop and maintains folders for the program and file documents appropriately.

Assist in the delivery of basic services to participants with the program to support the program services efforts.

• Maintain strict confidentiality of vital or enrollment information and data with designated department or authorized agencies in accordance with Privacy Act and Freedom of Information Act.
• Maintains logs of daily record changes of client information to report all vital data recorded by the program.
• Compiles monthly statistical data requirements by funding agency.

Perform other position related duties as assigned.  

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS AND ABILITIES:  Knowledge of usage, spelling, grammar, and punctuation. Knowledge of office procedures, methods, and equipment including computers.  Knowledge of basic computer applications such as word processing, spreadsheets, and databases. Knowledge of records management principles and procedures including record keeping and filing principles and practices. Knowledge of methods and techniques of proper phone etiquette.  Knowledge of basic principles of business letter writing and report preparation. Knowledge of the Freedom of Information Act and the Privacy Act provisions pertaining to public records. Skilled in basic bookkeeping and accounting processes and procedures.  Skilled in operating a computer and word processing software, various spreadsheet programs, database software applications, e-mail, and business machines to prepare, review, and reports and related documents.  Skilled to operate various general office machines such as fax machines, copiers, scanners and phone system. Skilled with an emphasis on thoroughness and accuracy.  Ability to perform a variety of clerical and office support duties.  Ability to learn the organization, operation, and services of the program to perform assigned responsibilities. Ability to learn to correctly interpret and apply general administrative and program policies and procedures.  Ability to operate office equipment including computers and supporting word processing, spreadsheet, and databases applications. Ability to establish and maintain a variety of files and records. Ability to perform routine mathematical calculations. Ability to communicate clearly and concisely, both orally and in writing. Ability to juggle multiple tasks under multiple deadlines and task timelines.  Ability to set up records, vendor files, correspondence files, program information files, and reference materials files.  Ability to establish and maintain good working relationships with tribal employees and the general public.  Ability to maintain confidentiality is essential.

TRAINING AND EXPERIENCE: High School Graduate; with one (1) year of related clerical experience that demonstrates ability to perform the duties described.

LICENSE AND CERTIFICATIONS:  Valid New Mexico Driver’s license with no DWI/DUI convictions within the past three (3) years.  Driving is not an essential part of the duties.

PHYSICAL DEMANDS:  The work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc.  No special physical demands are required to perform the work.  Regular exposure to favorable conditions such as those found in a normal office.

SPECIAL WORKING CONDITIONS:    Must undergo and successfully pass a thorough background check and FBI Fingerprint Check.  Position is subject to Pre-Employment drug testing.  Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Occasional travel is required.