Administrative Assistant

Job Closing: Dec 22, 2017

Division:  Community and Family Services   

Job Code:  43-6014   

Status:  Full-time, permanent, non-exempt

Summary:
The Administrative Assistant will primarily be responsible for providing direct administrative and office management support to the Community and Family Services (CFS) Division's Offices of the Director and Family Advocate. The Administrative Assistant acts as the first point of contact for Community Members and all incoming correspondence, questions, concerns or inquires to the attention of the Director or the Family Advocate.

Essential Duties and Responsibilities:

  • Provide direct administrative and office management support to the CFS Director and the Family Advocate.
  • Maintain a weekly/monthly schedule of all appointments.
  • Adhere to Tribal, Division, and Program policies and procedures.
  • Accept intake paperwork, checking that all proper documentation is provided.
  • Review and prepare all documents, reports and other correspondence materials for the
  • CFS Director and/or the Family Advocate.
  • Be the first point of contact for Community Members, taking their calls, confirming their
  • appointments, relaying messages.
  • Able to evaluate the nature of any inquiry and determine the timeline for assistance.
  • Receive and screen all inbound telephone calls, e-mails, and visitors to the offices of the CFS Director and/or the Family Advocate; refer and/or redirect calls, e-mails, or visitors as applicable.
  • Review budget reports and complete e-Requisitions for the CFS Director and/or the Family Advocate when needed.
  • Ensure that any/all assistance provided is properly documented and accounted for via receipts and backup support documentation.
  • Maintain a high level of confidentiality.
  • Comply with all other applicable laws, policies.
  • Research grants that might be beneficial for the Division to apply for.
  • Maintain an organized filing system for the CFS Director and/or the Family Advocate, as well as any Division/Program related documentation.
  • Attend meetings with the CFS Director and/or the Family Advocate, and when needed, take notes, transcribe, and distribute as follow up.
  • Become familiar with the stakeholder contacts, and inter-agency linkages of the CFS Division and maintain consistent communications, linkages, relations regularly or as needed.
  • Work closely with the Division Director, each of the CFS Division Managers, Programs, and staff
  • Perform other duties as assigned.

Education and/or Experience:
Minimum High School Diploma or General Equivalency Diploma (GED) with three to five years experience in an administrative setting, or an equivalent combination of education and/or experience can also be considered.

Other Qualifications:

  • Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required.
  • Excellent writing skills.
  • High degree of resourcefulness, flexibility, and adaptability.
  • Excellent teamwork and team building skills.

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean drivers abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 412 State Route 37, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks.  Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

NATIVE PREFERENCE POLICY

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

DRUG TESTING POLICY

The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.

BACKGROUND CHECK

Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.

ELIGIBILITY LIST

A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.

INTERVIEW

Testing in the applicable skills may be required as part of the interview process.