Dps Administrative Assistant

SUMMARY

The Department of Public Safety (DPS) Administrative Assistant will provide comprehensive administrative support to the Department of Public Safety.

DUTIES AND RESPONISBILITIES

Although other duties may be assigned, the essential duties include the following:

• Provide day-to-day support to all areas of the DPS.
• Screen and direct incoming phone calls and/or take accurate messages.
• Greet visitors and Tribal Members and assist them with their requests.
• Plan, prepare and coordinate DPS sponsored community events.
• Make travel and training arrangements for department members.
• Serve as a liaison to other departments by facilitating open communication and good relations.
• Type and proofread a variety of materials and correspondence.
• Proof read and correct DPS reports.
• Process incoming and outgoing mail.
• Serve as a backup dispatcher.
• Maintain the schedule for the department.
• Attend conferences and business meetings to support department’s requirements.
• Creation and submission of department Action Items and CapEx.
• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, and presentation software.
• Assist the director with applying for grants and managing the grants once awarded.
• Prepare and provide General Fund – Accounts Payable to the director for review and approval.
• Review monthly budget worksheets for accuracy
• Records management within the CAD system
• Maintaining the fleet of vehicles as well as monitoring the driver application.
• Processes all paperwork involving employment matters. This includes, but is not limited to: Leave Requests, Staffing Levels, and Personal Action Forms.
• Maintain personnel files that includes training, memos, disciplinary actions and all other employee related materials.
• Provide purchase receipts and invoices for processing, review and approval.
• Manage multiple software systems.
• Oversee building maintenance, facility management and the auto fleet service.
• Provide the initial training of future dispatchers.
• Other job duties as assigned.

EXPERIENCE

• 1-2 years working within an office. Experience operating standard office equipment and a solid knowledge of standard office practices and procedures. Dispatch experience preferred.

QUALIFICATIONS

• Ability to deal with difficult situations.
• Excellent phone etiquette
• Able to multi-task
• Ability to handle highly confidential materials.
• Computer literate with experience in MS Word, Excel & PowerPoint
• Ability to work in a fast paced work environment
• Ability to complete delegated work assignments
• Effective written and oral communication skills
• Superior customer service skills
• Able to work independently and with minimal supervision.
• Able to organize workload in order to meet deadlines.
• Minimal Accounting experience

EDUCATION

• High School Diploma or Equivalent. Some college preferred.

PHYSICAL DEMANDS

• Must be able to sit for extended periods of time. Some minor lifting may be required (10-25 pounds).