Housing Department and Water/Wastewater Utilities Administrative Assistant

SUMMARY:

The Administrative Assistant is to support the administrative functions within the Housing department and Water/Wastewater Utilities department; in addition to supporting other department managers as needed. This position will provide administrative support duties of a varied nature as directed by the Housing Director and Water/Wastewater Utilities Manager. Special emphasis will be typing, filing, sorting mail, scheduling and maintaining an accurate records system and assist with correspondence.

DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Receive and review all incoming mail on a daily basis.
• Process payment requests.
• Perform record keeping, which may include confidential information.
• Answer phone calls, take messages and maintain department calendar.
• Establish, maintain and update important files and other office documents.
• Type routine correspondences, forms, requisitions, and proposals, etc.
• Process, review and follow-up with outgoing financial documents such as travel requests, payment requests, requisitions, purchase orders, invoices, and training forms.
• Manage the process of finance paperwork necessary for purchases by following policies and procedures.
• Order office supplies and maintain office equipment.
• Perform copying tasks and faxing of documents for staff when needed
• Schedule and coordinate meetings, events, interviews, and other similar activities as requested by outside agencies.

• Other duties as assigned

QUALIFICATIONS:

Required

• High School Diploma or GED
• Minimum two (2) years of current experience in an administrative setting supporting various workgroups.
• Ability to maintain strict standards of confidentiality
• Highly organized w/ the ability to multi-task.
• Proofreading skills
• Excellent written and verbal communication skills
• Strong computer skills and up to date on latest versions of Microsoft Office (Word, PowerPoint, Excel and Outlook).
• Ability to work independently and effectively with minimal supervision
• Ability to work well within the existing team and government structure
• Sensitive to Native American Culture
• Must pass drug screen (UA) and a criminal background check
• Valid driver’s license and proof of insurability

Preferred

• Certificate in Office Administration
• Associates degree in Office Management or related field
• Experience with various bill/payment programs

PHYSICAL DEMANDS:*

• Must be able to walk, stand or sit for long periods throughout the day
• Must have the ability to lift and carry up to 25 pounds

REQUIRED TRAINING:

• Effectively Handling Harassment training
• Introduction to Section 106 of the National Historic Preservation Act
• Any position-related training as determined by department manager

WORKING ENVIRONMENT:

• Work is performed primarily in an office setting, but may include occasional outdoor activities