Dps Administrative Assistant

4 weeks ago


San Jacinto, United States Soboba Band of Luiseno Indians Full time

**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.
- Proofread 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.
- 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
- 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.
- 1-2 years working with law enforcement or Public Safety Department as Administration Assistant.

**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 mínimal 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).


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