Natural Resources Administrative Assistant I Or Ii - Closes 03/14/2024

Job Type
Full-time
Description
Opening Date:02/28/2024
Closing Date:03/14/2024
Job Title:Natural Resources Administrative Assistant Ior II
Salary/Wage:$24.00/hr. - $27.22/hr.
Tribal LevelAdministrative Assistant I: 114
Administrative Assistant II: 117
Location:Siletz, OR
Classification:Full Time, Non-Exempt
Job Posting Number: 2275115
INTRODUCTION:
This position provides overall administrative assistance and secretarial support for the Natural Resources Department, including, but not limited to, word processing, cuff account management, log scale accounting, permit issuance, data entry, etc.
DUTIES:

• Provides overall Administrative Assistant and secretarial support to the programs of the Natural Resources Department, which includes, but is not limited to, Forestry, Fish & Wildlife, Realty, Environmental Protection, and Aquatics.
• Drafts letters, memos, reports and other documents. Compiles information from files, reports, forms and documents as assigned.
• Prepares and processes expenditure documents (check requests, purchase orders, travel forms, etc.) and prepares monthly billings for copy machine use.
• Develops and maintains filing systems for all records pertaining to tribal timberlands. Responsible for the creation and maintenance of all departmental Laserfiche files and for sending of trust records to the BIA records repository.
• Maintains expenditure records (cuff accounts) for all Natural Resources programs, grants and committees. Reconciles cuff accounts with monthly expenditure reports from the Accounting Department. Provides monthly budget status reports to program personnel and department director. Assists with individual program budget modifications.
• Timber sale log accountability, tracking and reconciliation. Processes all timber sale log scale receipts and certificates on a daily basis during timber sale operation periods. Prepares twice-monthly scale reports and summaries.
• Issues firewood and property access permits and gate keys to Tribal members.
• Issues hunting, fishing and gathering licenses, tags and permits, alerting supervisor of any problems arising from tag or license violations or procedures. Maintains hunting, fishing and gathering database records and provides monthly summary reports.
• Maintains bear parts waiting list and coordinates distribution to Tribal members.
• Prepares and mails annual salmon distribution postcards and assists with distribution to Tribal members in Siletz service area. Tracks salmon distribution in all service areas. Coordinates and distributes ODFW food share fresh steelhead when available.
• Coordinates, prepares for and attends Natural Resource Committee meetings, which includes copying, and packaging meeting materials, preparing meeting room, recording and transcribing minutes. Assists in setting up for other meetings, which includes, but is not limited to, meetings with State, Federal and Local agencies, and Tribal and general public. Also assists in setting up and coordinating 3-4 elders' woodcuts per year.
• Orders office supplies and other equipment necessary for the operation of the department. Maintains equipment and supply inventory database.
• Maintains departmental work logs, tracks employee leave balances and prepares monthly workers comp reports.
• Greets the public and answers departmental phones, directing questions to the appropriate departmental employee.
• Answers questions regarding departmental policies, procedures, services and programs.
• Monitors forestry field communications systems.
• Performs other related duties as assigned by the Natural Resources Director.

Requirements
REQUIREMENTS:
Administrative Assistant I:
High school diploma or GED and one year of Administrative Assistant experience, preferably in a Natural Resources or business office setting - OR - combination of education and/or experience.
Administrative Assistant II:
High school diploma or GED and three years Administrative Assistant experience in a natural resource or business office setting - OR combination of education and/or experience.
Incumbent may advance from Administrative Assistant I to Administrative Assistant II after two years of satisfactory performance evaluations and a recommendation from the Natural Resources Director.
Knowledge in:

• Principles, practices and techniques of Administrative Assistant and secretarial duties, including word processing, filing, tracking budgets, and appropriately greeting the public on the phone and in person.
• Basic math skills in order to independently perform the timber sale log scale-tracking duties.
• Office computer and email programs to independently perform administrative duties.

Experience in:

• Natural Resources/Forestry office setting, preferred.
• Using word-processing, spreadsheet, and database software programs, including Word, Excel and Access.
• Database records management and creating complex reports.
• Drafting correspondence and preparing reports, including knowledge of proof reading and editing techniques, correct punctuation, capitalization, spelling and grammar.

Ability to:

• Type 40 words per minute.
• Use a 10-key calculator/numerical keyboard and/or adding machine.
• Use basic arithmetic and strong organizational skills to maintain files, to process expenditure and log scale records, and to provide support services for meetings.
• Follow directions and complete assigned tasks within specified deadlines with minimal supervision.
• Demonstrate proficiency in the use of the following computer software programs: Outlook, Word, Excel and Access.

Salary Description
$24.00/hr. - $27.22/hr.