Administrative Assistant (Floater)

SUMMARY:

The Administrative Assistant (Floater) is to support the administrative functions of various departments as needed. This position will provide administrative support duties of a varied nature as directed by the Office Manager.  Special emphasis will be typing, filing, sorting mail, scheduling and maintaining an accurate records system and assist with correspondence.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Receive and review all incoming mail on a daily basis.


• Provide daily front desk backup for breaks and also when the Receptionist is out of the office.


• Run errands as needed with use of company vehicle.


• Assist with mailings as needed by staff.


• Perform record keeping, which may include confidential information.


• Answer phone calls, take messages and maintain department calendar.


• Establish, maintain and update important files and other office documents.


• Type routine correspondences, forms, requisitions, and proposals, etc.


• Process, review and follow-up with outgoing financial documents such as travel requests, payment requests, requisitions, purchase orders, invoices, and training forms.


• Manage the process of finance paperwork necessary for purchases by following policies and procedures.


• Order office supplies and maintain office equipment.


• Perform copying tasks and faxing of documents for staff when needed


• Schedule and coordinate meetings, events, interviews, and other similar activities as requested by outside agencies.


• Assist staff in setting up TEAMS meetings video if an issue should arise.

• Other duties as assigned

MINIMUM QUALIFICATIONS:

• High School Diploma or GED


• Minimum six (6) months of current experience in an administrative setting supporting various workgroups.


• Ability to maintain strict standards of confidentiality


• Highly organized w/ the ability to multi-task.


• Proofreading skills


• Excellent written and verbal communication skills


• Proficiency in using a computer and common computer software programs (e.g., Microsoft Word, Excel, Outlook, PowerPoint and Teams)


• Ability to work independently and effectively with minimal supervision


• Ability to work well within the existing team and government structure


• Sensitive to Native American Culture


• Must pass drug screen (UA) and a criminal background check


• Valid driver’s license and proof of insurability

PREFERRED

• Certificate in Office Administration


• Associates degree in Office Management or related field


• Experience with various bill/payment programs

PHYSICAL DEMANDS:*

• Must be able to walk, stand or sit for long periods throughout the day


• Must have the ability to lift and carry up to 25 pounds

REQUIRED TRAINING:

• Harassment training


• Any position-related training as determined by department manager

WORKING ENVIRONMENT:

• Work is performed primarily in an office setting, but may include occasional outdoor activities

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community.