Administrative Assistant II

1 week ago

Ada, United States The Chickasaw Nation Full time
We are currently looking for a Full Time Administrative Assistant II to join our Area of Emergency Management Planning team located at the Emergency Operations Facility working 8:00AM-5:00PM - Mo Tu We Th Fr.

Summary:
This role provides comprehensive administrative support to the department ensuring smooth operations by managing fiscal, technical and clerical tasks, assisting with emergency operations and supporting fieldwork during planned events or disasters.

Responsibilities:
* Provide courteous and professional service to internal and external customers
* Manage departmental records, including maintaining confidential files, filing systems and updating emergency management plans, procedures and protocols
* Assist in the preparation and monitoring of department budgets, tracking expenditures and making budget allocations
* Perform office administrative duties such as obtaining quotes, preparing purchase requisitions and coordinating maintenance services
* Coordinate and schedule departmental meetings, events and travel arrangements; prepare and process travel requests and claims
* Assist in the coordination and documentation of emergency operations activities, including maintaining incident logs, preparing situation reports and tracking resource requests
* Support the tracking, allocation and inventory management of emergency management resources, including equipment, supplies and personnel
* Participate in emergency drills and exercises, assisting with logistics, documentation and follow-up reporting
* Assist in drafting office memorandums, business letters and other written communications
* Handle reception duties, including greeting visitors, answering phone calls and directing inquiries to the appropriate staff
* Facilitate communication between departments and external agencies ensuring timely and accurate information flow
* Ensure compliance with all relevant laws, regulations, policies and SOPs
* Work collaboratively with internal and external stakeholders including federal agencies
* Represent the department in meetings, conferences and public events
* Ensure project deliverables meet quality standards
* Performs all other duties as assigned

Competencies:
Essential:
* Able to follow instructions, both written and oral
* Ensures compliance
* Able to adhere to all scheduling and attendance requirements
* Maintains strict confidentiality in all matters
* Focus on a single task for pro-longed periods of time
* Must be detail-oriented
* Ability to work independently
* Honesty, truthfulness, reliability, accountability
* Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
* Ability to multitask
* Organizes work and assigned area logically and orderly
* Filing skills
* Define problems, collect data and establish facts
* Works well within a team
* Organizational and time-management
* Ability to plan, organize and follow through on assignments
* Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
* Writes effective communications with team, departments, guests and management
* Understand Native American culture and tribal programs

Skills:
Essential:
* Must be familiar with the Microsoft Office Suite of products
* Printers and scanners

Experience:

Nonessential:
* 3 years directly related experience

Education:
Essential:
* High School, GED or Equivalent

Nonessential:
* Other

Nonessential:
* Relevant certifications in Office Administration or Emergency Management preferred

Credentials:
Essential:
* Pass general background check
* Standard Driver's License
* National Incident Management Training

Essential:
* Willingness to obtain relevant emergency management certifications such as ICS (Incident Command System) or NIMS (National Incident Management System) if not already held

Working Conditions:
Essential:
* Works in an office setting
* Pass pre-employment drug test
* Sometimes bend, kneel, stoop, push, reach
* Sometimes lift and or carry up to 15 lbs
* Mix of office/non-office settings
* May work evenings, weekends or holidays

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