Administrative Assistant

Job Closing: Jun 29, 2018

Division:  Community and Family Services, Family Support   

Job Code:  43-6011   

Status:  Permanent,   Full-time,   non-exempt

SUMMARY:  Under the direction of the Program Manager, the Administrative Assistant is responsible to provide administrative support services to the Program Manager. Examples of work performed may include a broad range of complex responsibilities involving confidential or technical information, such as compiling reports, financial transactions, maintaining detailed files, scheduling meetings, preparing agendas, responding to routine correspondence, researching background material, and responds to visitors and telephone calls, may exercise considerable judgment and discretion in completing assignments, in the absence of the Program Manager.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • At all times, serve as an advocate for the consumers for whom you work. The consumer's health, safety, welfare and human dignity are the highest priority.
  • Submit Purchase Order Requests for all programs within Family Support Program and follow-up on submitted requests.
  • Completes all Purchase Requests and monitors budgets to ensure that there is adequate funding and send to appropriate individuals for approval.
  • Sets up all interviews and reference checks and ensures all paper work is completed for drug testing and criminal background checks.
  • Assists Program Manager with Work Order requests and completion of projects.
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publication; establishing professional networks.
  • Completes quarterly billing for Family Support and ISS clients also completes billing for MCA consumers.
  • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
  • Ensures all time sheets are completed and submitted; maintain a copy of all records.
  • Develops and maintains professional relationship with other tribal departments, particularly accounting and procurement office.
  • Complete all new employee paperwork and submit to proper department agency.
  • Provides services by implementing administrative systems, Procedures and policies and monitoring administrative projects.
  • Ensures operation of equipment by completing preventive maintenance equipment; calling for repairs, equipment inventory; evaluating new equipment and techniques
  • Compiles and maintains records of business transaction and office activities, completing such items as purchase orders for all Family Support Programs.
  • Assist Program Manager through coordination of personnel services personnel for all IRA, MSC, and Waiver programs.
  • Utilize a team approach at all times when engaged in activities with the other staff.
  • Take and maintain meeting minutes, as requested.
  • Attend and participate in consumer ISP’s as needed or as requested.
  • Establish and maintain and organized and easily accessed filing system to include personnel files of all staff.
  • Assist in coordination and implementation of Family Support Programs, as assigned.
  • Prepare a wide variety of correspondence:  draft memos/letters and e-mail, as requested, to be reviewed by the Program Manager or Division Director.
  • Answer telephones and direct calls to appropriate staff.
  • Arrange and coordinate meetings and other events, as requested.
  • Work hours will include weekdays, some evenings and weekend hours as requested.
  • Other related duties as assigned.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: A high school diploma or GED, at least two years of documented relevant administrative experience. Highly developed communication skills, both written and oral. Strong working knowledge of various computer programs to include, but not limited to, Word, Excel, Power Point, and Access is required.

OTHER SKILLS and ABILITIES: Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. Computer testing in the applicable skills may be a requirement during the interview process.

This position mandates employees to report to or remain at work in the event of an emergency, crisis situation or staff shortage until relieved by their immediate supervisor

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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.