ADMINISTRATIVE ASSISTANT IV

FT/REGULAR

NE - LEVEL 5 

SALARY: $16.33

GENERAL DEFINITION:   Primary responsibility of this position is to provide administrative support and technical support services to the Police Department.

SUPERVISION RECEIVED:   Work is performed under the supervision of the Chief of Police.

SUPERVISION EXERCISED:   No supervisory responsibilities.

DUTIES:

Communication and program support.

• Communicate effectively with internal and external program participants in writing, by telephone, and in person to support program operations and informed decision-making.
• Answer and screen all incoming calls promptly and professionally, directing calls to appropriate personnel and accurately taking messages.
• Receive and screen incoming mail using discretion.
• Respond to inquiries or route callers to appropriate office or staff.
• Disseminates information on behalf of the program to internal and external constituencies.
• Maintain clear communication and foster positive working relationships.

Office and program coordination.

• Coordinate program office management activities.
• Advise the supervisor verbally and in writing on pending issues and maintain the supervisor’s calendar.
• Prepare, format and distribute office correspondence, reports, logs and other office documents as required.
• Process and securely handle controlled and confidential correspondence and documents.
• Maintain and manage the program calendar to ensure accurate scheduling and coordination.
• Coordinate travel arrangements for program staff.
• Prepare and submit travel authorization requests.
• Collect and verify all travel documentation from staff upon return, prepare travel vouchers and submit accurate information to Finance.
• Assist with planning and preparation of meetings, conferences, and other events, including compiling, formatting, posting and distributing materials.

Records and file management.

• Maintain a centralized filing and forms system for the program, including confidential correspondence, forms, documents, reports, data, and other assigned materials.
• Coordinate and maintain program files and records in accordance with retention and confidentiality requirements.
• Maintain records and process program-specific forms, including time records, purchase requisitions purchase orders, and related documentation.
• Files reports, correspondence, forms and other documents and retire inactive files.
• Enter, retrieve, and maintain data in automated systems to generate reports and perform other automated processes.
• Maintain training record files for program staff.
• Track and maintain equipment and property inventory records.
• Collect, compile and maintain statistical data for funding, reporting, and budgeting purposes.

Timekeeping and attendance management.

• Perform timekeeping duties to ensure accurate attendance and payroll records for personnel.
• Prepare, review, and process employee time sheets.
• Compile, post, and manage employee timekeeping data, including clock-in and clock-out hours, using the tribal automated system.
• Maintain accurate and up-to-date timekeeping records for all employees.
• Analyze and address timekeeping discrepancies or issues.
• Reconcile employee leave records to ensure accuracy.

Fiscal and financial support.

• Manage general fiscal documentation to accurately track and monitor financial transactions.
• Maintain accurate and current records for cuff accounts, payment vouchers, purchase requisitions, data collection, travel expenses, and budget tracking.
• Assist with preparation of program budget and budget revisions.
• Assist with the preparation, submission, and tracking of grants and sub-grant awards.
• Support compliance with grant and sub-grant awards deliverables and reporting requirements.
• Prepare purchase requisitions for office supplies, materials and services.
• Monitor inventory levels of supplies and materials and prepare payment vouchers and purchase requisitions as needed.
• Maintain inventory control systems to ensure accurate tracking and accountability of supplies.
• Reconcile receipts with payment vouchers and purchase requisitions to ensure accuracy and completeness.
• Prepares receipts for miscellaneous charges and submit documentation to the Finance Department.
• Collect, maintain, and manage data related to contracts, grants and sub-grants for monthly, quarterly and annual reporting requirements.
• Complete funding source reconciliation as needed to ensure accurate financial reporting.

Performs other duties as assigned or necessary.

• Attends administrative meetings involving the Police Department, staff meetings, business meetings, seminars, and training sessions.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of principles of the tribal government organization and functions.  Knowledge of basic Property and Supply functions and Purchasing Laws. Knowledge of tribal programs, policies, procedures, funding and accountability systems and operations. Knowledge of budget and finance administration. Knowledge of office management principles, methods, and procedures to complete work assignments. Knowledge of organization, personnel, and fiscal management complete daily work assignments. Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records. Knowledge and understanding of practices of positive customer relations.  Knowledge of modern office practices and procedures, business English, grammar, and mathematics. Skilled in operating a computer and using accounting software, word processing software, various spreadsheet programs, database software applications, e-mail, and business machines to prepare, review, and analyze financial reports and related documents. Skilled in maintaining and operating all business machines. Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments. Ability to communicate clearly and effectively in Zuni, English and written English.  Ability to organize information, prioritize work, juggle multiple tasks, and exercise independent judgment in carrying out duties successfully and effectively under multiple deadlines and task timelines.  Ability to rapidly understand and perform work requirements. Ability to set up records and files.  Ability to develop, establish, and maintain effective working relationships with tribal employees, outside agencies, and the general public.

EDUCATION AND EXPERIENCE:  Associate’s degree in administrative assistant, pre-business, or a related field; with three (3) years of experience in office administration, program assistant or related experience that demonstrate the ability to perform the duties of the position. Preferred experience within a Native American community or tribal government. OR High School Graduate or Equivalent with seven (7) years of related education, training and experience in an accounting or business environment.

LICENSE AND CERTIFICATES:   Valid New Mexico Driver’s License with no DUI/DWI convictions within the past three (3) years. Must be insurable.  Driving is 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 CONDITIONS:   Position is subject to Pre-Employment drug testing. Position is Safety Sensitive and will be subject to random drug screening for duration of employment.  Must submit to and successfully pass a thorough character background and FBI fingerprint check. May be required to work evenings or weekends on occasion.