The Administrative Assistant is responsible for assisting in the management of the daily operations of the Tribal Administration building. This position requires a high level of professionalism, communication and critical thinking skills to support the administrative and clerical needs of the staff while receiving and directing customers and callers appropriately. This position serves as the main point of contact for the Tribal government.

Duties Include

Communication

Answer all in-coming phone calls. Forward calls to employees extension. Take messages for executive and administrative staff.
Greet all visitors in a professional and polite manner and direct where appropriate.
Coordinate and communicate with mail services for closures and inclement weather.

Building Management

Maintain a tidy reception area at all times.
Check for returned kitchen/vehicle keys.
Issue Rental keys to individuals and maintain key sign out sheet.
Place recycling bins by road.
Room scheduling and calendar management.
Keeping the Tribal Address and Desk Manual book updated.
Maintain reception kitchen area ensuring coffee and hot water are available at all times.

Meeting and Event Coordination

Assist in picking up lunch/snacks for administrative meetings as assigned.
Maintain clean meeting spaces throughout the day.

Administrative and Clerical Support

Assist in Communications and Relation Matters. Dispersing and editing the weekly memo, monthly newsletter and social media.
Route in-coming faxes.
Maintain general supplies for copier, printer, fax and postage machines.
Maintain complete file system for outside applications such as DSHS, Commodities, etc.
Prepare all outgoing mail by stamping, return receipt requested, certified, UPS or Fed Ex pickup.
Other duties as assigned.

Qualifications

Education/Experience: High School Diploma or Graduate Equivalency Degree (G.E.D.) Associates degree preferred; and or plans within 2 years to seek a degree. 1-3 years requires.
Licensing/Certification: Must have a valid Washington State Driver’s License.

Personal Skills:

Strong customer service skills, excellent manners, professional image and strong initiative to help.
Must be able to multi-task and work under stressful deadlines with competing priorities.
Must be willing to learn about various departments and be resourceful to help solve problems.
Ability to work well with other Tribal staff and maintain positive public relations within and outside the community.
Confidentiality is a priority.
Computer Skills: Basic personal computer skills are required, as well as the ability to learn word processing, spread sheet and other software programs.

Physical Requirements

Regularly required to finger, handle, reach with hands and arms
Frequently required to walk, sit, stand.
Occasionally required to lift and/or move up to 25 pounds.
Normal audio and visual acuity

Travel Requirements

Local, statewide and out of state travel may be required.

Port Gamble S'Klallam Tribe

New Jobs

Administrative Assistant - Administration - Closes 5/17/2024