Administrative Coordinator

1 week ago

Bernalillo, United States AMERIND Full time
Administrative Coordinator

AMERIND is a federally chartered, tribally owned corporation, formed under Section 17 of the Indian Reorganization Act (25 U.S.C. § 5124) by its Members, the governmental units of federally recognized Tribal Nations that administer federally funded housing programs for American Indian and Alaska Native families. AMERIND has the operating authority to work with Tribal Governments, Enterprises, and Citizens for Property and Liability, Workers Compensation, Homeowners and Renters, Employee Benefits coverage, Fleet Auto coverage, and Critical Infrastructure development.

Position Characteristics and Competencies
  • Organized and detail oriented
  • Possess Good judgment
  • Time management
  • Professional representation
  • Excellent written and communication skills
  • Assertive

Job Summary

Provides confidential administrative support for the Executives, Board of Directors, and Leadership, including managing schedules, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and handling administrative issues and inquiries as appropriate. Ensures the interior and exterior of the building is safe and maintained.

This job description does not represent an exhaustive list of all duties encompassed in this position.

Job Responsibilities
  • Prepares board meeting agendas, board book, records and prepares board meeting minutes. Maintains and updates board portal.
  • Resolves administrative issues and answers inquiries concerning the activities and operations of AMERIND or the Board of Directors.
  • Composes and edits correspondence from dictation, verbal direction, or from knowledge of established department policies.
  • Assists Office Manager by monitoring and assisting in the coordination of project development and planning to ensure efficient service and organization of the office.
  • Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
  • Serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
  • Serves as the primary point of direct administrative contact and liaison with external vendors and hotels.
  • Assists Office Manager with contracts and negotiations with vendors on building repairs/renovations/space allocation/new or replacement equipment.
  • Works with general contractors regarding preventive maintenance of building as well as corrective maintenance.
  • Schedules and coordinates meetings, events, appointments, and/or other similar activities for supervisors.
  • Prepares flyers and assists with newsletters and events.
  • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
  • Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
  • Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
  • Ensures all equipment in the office and training center, i.e., mics, projector, screen, computers, copiers, postage machine, and phone systems are in working condition.
  • Maintains confidentiality of all information.
  • Participates in cross-functional team process improvement projects.
  • Performs other duties as assigned.

Supervision of Others

N/A

Minimum Qualifications
  • High School Diploma or GED required.
  • Three years administrative experience required.
  • Associates degree preferred.
  • Must possess a valid driver's license.
  • Microsoft Office Specialist Certification preferred.
  • Must be able to successfully pass a background investigation. No felony, theft or fraud convictions.

Additional Eligibility Requirements
  • New employees must complete the Associate in Insurance (AINS) designation within six months from the end of the 90-day evaluation period in order to be eligible for advancement and incentive compensation.
  • For continued employment, employees must complete an elective course and six hours of professional development within 12 months after the end of the 90-day evaluation period.

Knowledge/Skills/Abilities
  • Knowledge of modern office practices, procedures, and equipment.
  • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Knowledge of building maintenance.
  • Ability to handle multiple tasks and meet deadlines simultaneously.
  • Ability to effectively communicate information and respond to questions.
  • Ability to maintain accuracy of work and pay attention to detail.
  • Ability to maintain confidentiality.
  • Ability to gather and analyze statistical data, compile information and generate reports.
  • Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees and officials.
  • Ability to represent organization in a professional manner, building respect and confidence with internal and external customers.
  • Ability to maintain calendars, schedule appointments, and arrange travel arrangements.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to create, compose, and edit written materials.
  • Must maintain acceptable attendance.
  • Skill in providing excellent customer service.
  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
  • Database management skills.
  • Excellent telephone communication skills.

Working Conditions & Physical Demands
  • Typical business office setting with moderate noise level.
  • Must be able to sit for work at a computer and phone for more than 6 hours per day.
  • Must be able to speak clearly.
  • Must be able to use hands for dexterity of motion.
  • Frequently required to stand, walk and reach with hands and arms.
  • Must have the ability to occasionally lift 20+ lbs.

Physical Exam

Not required for position.

Hiring of AMERIND employees is subject to Section 7(b) of the Indian Self-Determination Act (25 U.S.C. §5307(b)), which requires that, to the greatest extent feasible, preference and opportunities for training and employment shall be given to Native Americans and Alaska Natives.

Pay Range: $24.87 - $35.05 per hour

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