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Senior Administrative Coordinator

2 months ago

Jasonville, Indiana, United States Tohono O'odham Nation Full time
Job Overview

Location: Sells, AZ

Position Summary:

Under general oversight, this role encompasses a range of intricate administrative support functions.

The tasks are typically evaluated upon completion, with sporadic checks during the process to ensure precision, punctuality, and adherence to established protocols; significant tasks are guided by instructions or procedures, while atypical scenarios are escalated to a supervisor.

Key Responsibilities:

  • Formulates, assesses, and proposes administrative and clerical policies, procedures, systems, and documentation aimed at enhancing operational efficiency.
  • Supports management in personnel administration and acts as a liaison with the Human Resources Department.
  • Assists management in ensuring adherence to the department's established policies and procedures.
  • Represents the department positively and professionally.
  • Establishes and sustains an efficient filing and retrieval system in accordance with established policies and procedures.
  • Gathers and compiles data and information; creates, prepares, and disseminates reports, spreadsheets, memos, and other correspondence to fulfill reporting obligations.
  • Secures travel information; arranges travel in compliance with established policies and procedures; prepares necessary documentation and submits for approval.
  • Prepares the annual budget and budget adjustments; maintains financial records; processes accounts payable, purchasing, and travel expense documents.
  • Enters data into the Performance Based Budgeting reporting software.
  • Screens incoming communications and correspondence; exercises discretion and responds appropriately.
  • Maintains individual and departmental calendars and appointments; coordinates and organizes meetings.
  • Oversees inventory of office supplies and equipment; performs minor maintenance and repairs; coordinates equipment maintenance and repair.
  • Receives, logs, sorts, and distributes incoming and outgoing correspondence.
  • Utilizes Attendance Enterprises software; collects and verifies timecards; maintains leave balances; and distributes paychecks.
  • May oversee, review, and monitor the work of assigned staff.
  • Performs additional job-related duties as assigned and contributes to team efforts.

Knowledge, Skills, and Abilities:

  • Familiarity with the Tohono O'odham culture, customs, and traditions.
  • Understanding of applicable federal, state, and tribal laws, regulations, and requirements.
  • Proficiency in business writing, spelling, grammar, and punctuation.
  • Knowledge of records management and basic accounting practices.
  • Awareness of personnel policies and procedures.
  • Proficient in various word-processing, spreadsheet, and database software applications.
  • Ability to compose reports and correspondence effectively.
  • Skill in coordinating multiple schedules, meetings, and events.
  • Capability to oversee and review the work of others.
  • Expertise in delivering exceptional customer service to both internal and external clients.
  • Ability to communicate efficiently and effectively, both verbally and in writing.
  • Capacity to establish and maintain positive and effective working relationships with colleagues and the public.
  • Ability to handle confidential information with discretion.
  • Ability to work independently and meet strict deadlines.
  • Willingness to work extended hours and various schedules as needed.
  • Proficient in typing and data entry, ensuring accuracy of information.
  • Ability to review and suggest administrative policies, procedures, systems, and documentation.
  • Willingness to travel within the Tohono O'odham Nation's boundaries.

Minimum Qualifications:

A High School Diploma or General Education Diploma along with three years of experience in the clerical field, or an equivalent combination of training, education, and experience demonstrating the ability to fulfill the responsibilities of this position.

Licenses, Certifications, Special Requirements:

  • Typing speed of 45 WPM.
  • Demonstrated proficiency of seventy percent in grammar, spelling, and mathematics.
  • A criminal background check is required upon recommendation for hire to assess suitability, including a 39-month Motor Vehicle Record.
  • Possession and maintenance of a valid driver's license may be required (no DUIs or major traffic violations within the last three years).
  • Incumbents may need to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment, based on departmental needs.

Physical Demands:

While performing the duties of this role, the employee is regularly required to communicate verbally and audibly. The employee frequently stands, sits, walks, uses hands for various tasks, and reaches with hands and arms. Occasionally, the employee must lift and/or move up to 20 pounds.