Office Support Specialist

2 weeks ago

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

The position is located in [leave blank].

Position Summary:

Under general supervision, this role involves executing a range of routine clerical and administrative support tasks.

The work is typically reviewed upon completion, with occasional checks during the process to ensure accuracy, timeliness, and adherence to established standards; significant tasks are guided by instructions or procedures, while unusual situations are escalated to a supervisor.

Key Responsibilities:

  • Drafts correspondence, reports, minutes, agendas, or memos from notes, recordings, or verbal instructions.
  • Photocopies, organizes, and disseminates documents.
  • Prepares outgoing communications, including emails, faxes, and memos. Develops spreadsheets and inputs data into databases to fulfill reporting requirements.
  • Manages inventory of office supplies and equipment; performs minor maintenance and repairs; coordinates maintenance and repair services.
  • Receives, logs, sorts, and distributes incoming and outgoing correspondence.
  • Handles receptionist duties; welcomes and directs visitors; takes and relays phone messages; provides information in response to inquiries from colleagues and the public.
  • Reviews and verifies forms for completeness in accordance with established policies and procedures.
  • Maintains individual and departmental calendars and appointments; coordinates and organizes meetings.
  • Gathers travel information as needed; arranges travel according to established policies and procedures; prepares necessary documents and submits for approval.
  • Performs other job-related duties as assigned and contributes to team efforts.

Knowledge, Skills, and Abilities:

  • Familiarity with applicable federal, state, tribal laws, regulations, and requirements.
  • Understanding of the Tohono O'odham culture, customs, and traditions.
  • Proficiency in business writing, spelling, grammar, and punctuation.
  • Knowledge of records management and basic accounting procedures.
  • Ability to operate various word-processing, spreadsheet, and database software programs.
  • Skill in coordinating multiple schedules, meetings, and events.
  • Expertise in providing exceptional customer service to both internal and external clients.
  • Ability to communicate effectively and efficiently in both verbal and written forms.
  • Capacity to establish and maintain positive and effective working relationships with colleagues and the general public.
  • Ability to handle privileged confidential information responsibly.
  • Capability to work independently and meet strict deadlines.
  • Willingness to work extended hours and varied schedules as needed.
  • Proficiency in typing and data entry, with attention to detail in verifying information accuracy.
  • Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

A High School Diploma or General Education Diploma and two years of experience in the clerical field, or an equivalent combination of training, education, and work experience that demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

  • Upon recommendation for hire, a criminal background check is required to determine suitability for employment, including a 39-month Motor Vehicle Record.
  • May require possessing and maintaining a valid driver's license, with no DUIs or major traffic citations within the last three years.
  • If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
  • Based on departmental needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.

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