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Job Summary:
Provides a variety of administrative support services to the Education Department. Serves as the main contact point for visitors to the Adult Education building.
Essential Functions:
- Operates a multi-line phone system. Screens, routes, or handles calls in a professional and courteous manner.
- Promotes information and answers questions regarding specific programs or activities by telephone, email, social media, or in person.
- Distributes Education Department mail.
- Processes Tribal Sponsorship Program applications and maintains a payment tracking spreadsheet, and works with the Finance Department to ensure timely payment.
- Assists with Department initiative meetings and meeting minutes.
- Assists with planning and preparation of Department outreach events.
- Prepares all supply, food, equipment, work, and maintenance orders and works with other departments to arrange completion of such orders in a timely manner.
- Maintains electronic filing system for program documentation and assists in archiving inactive files.
- Maintains department calendars and schedules building reservations.
- Assists visitors in making copies, faxes, and accessing the computer lab.
- Prepares documents for travel and training activities and assists with travel arrangements and expense reimbursements for Education Department.
- Responsible for distributing payroll and AP checks to appropriate staff.
- Utilizes problem-solving and conflict-resolution skills as needed.
- Performs a variety of other duties as assigned by the supervisor.
Education, Experience, and Licenses:
- Requires a high school diploma or GED.
- Requires a minimum of two (2) years of secretarial or office experience.
- OR equivalent combination of education, training and experience.
Driving Requirements:
- This position may require driving.
Qualifications, Registrations, and Certifications:
- Requires demonstrated experience using computer software such as Microsoft Products.
- Requires excellent verbal and written communication skills.
- Must have the ability to work at times with minimal supervision.
- Must have excellent organizational skills.
- Knowledge of and sensitivity to Native American culture is required.
Environmental Factors and Conditions/Physical Requirements:
- Continually requires the ability to express or receive detailed information or important instructions through oral communication.
- Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
- Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
- Occasionally requires lifting of up to 40 pounds.
- This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
- Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan.
- Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
- May be called upon to serve as a Disaster Reservist during emergencies.
- Local travel is occasionally required. Travel outside of the state is infrequently required.
Background Check:
Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.
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