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Administrative Support Specialist

2 months ago

Scottsdale, Arizona, United States Salt River Pima Maricopa Indian Community Full time
Salary: $36, $47,162.00 Annually

Location : Scottsdale, AZ

Job Type: Full-Time

Department: Social Services

Definition

Under close to general supervision, this position involves performing a variety of administrative support tasks that facilitate the efficient operation of an office within a designated unit. Supervision is typically provided by an Executive Secretary, Office Manager, or other management personnel. This job class is classified as FLSA non-exempt.

Distinguishing Features: The Clerk job class represents the entry-level clerical role where tasks are generally straightforward, with clear instructions provided for completion. Work is subject to regular review for accuracy and adherence to established standards and procedures.

Essential Functions: Responsibilities may vary by position and include the following tasks, knowledge, skills, abilities, and other characteristics. This list is ILLUSTRATIVE ONLY and is not intended to be exhaustive.

Examples of Tasks

Tasks:
1. Reception: As the initial point of contact, greets and directs callers to the appropriate personnel and/or provides requested services.
  • Answers routine inquiries and assists visitors/clients in completing various forms and materials relevant to the assigned work area.
2. Phones: Manages a multi-line phone system, directing calls appropriately, providing requested information, or taking messages for staff as necessary.
  • Maintains and/or organizes appointment calendars for unit staff.
3. Mail: Processes incoming mail by opening, date stamping, and routing it to the appropriate personnel.
  • Maintains an adequate inventory of office supplies and places orders for additional materials as needed.
  • Prepares various types of correspondence, flyers, and packages for mailing as required.
4. Administrative: Organizes and maintains unit files, which may include confidential/sensitive documents, by categorizing and filing forms, correspondence, records, reports, and other related information systematically.
  • Retrieves information from files in response to requests from staff or the public.
  • May transport documents or data to other departments as needed.
  • Serves as a backup for other office support staff, including PeopleSoft Time & Labor functions, as required.
  • Assists in the maintenance and operation of various office equipment.
  • Photocopies information as requested by staff or the public.
5. Computer: Prepares letters, memos, reports, or other documents using a personal computer.
  • Enters information into a database on a personal computer.
  • Processes work orders, invoices, and other forms/documents utilized in the assigned work unit.
6. Miscellaneous: May run errands to other departments which may require driving.
  • Performs other job-related duties as assigned by the Director or designee to support and enhance department operations.
Knowledge, Skills, Abilities and Other Characteristics:
  • Knowledge of the culture, customs, traditions, history, and governance of the Salt River Pima-Maricopa Indian Community.
  • Familiarity with formats used for various correspondence and reports.
  • Understanding of general office practices and procedures.
  • Awareness of the staff and services provided by the assigned unit.
  • Skill in following oral and written instructions, policies, and procedures.
  • Ability to establish and maintain effective working relationships with colleagues and the public.
  • Proficiency in operating standard office equipment including photocopiers, FAX machines, typewriters, scanners, and personal computers.
  • Effective listening and communication skills with community members and employees from diverse educational backgrounds.
  • Ability to comprehend and follow detailed oral and written instructions.
  • Capacity to read, interpret, and adhere to verbal and written instructions, policies, and procedures.
  • Flexibility and adaptability to work effectively in a fast-paced environment.
  • Timely and courteous response to inquiries.
  • Ability to learn job-related material primarily through oral instruction and observation.
  • Commitment to providing excellent customer service.
  • Clear verbal and written communication skills.
  • Ability to lift and carry up to 25 lbs.
Minimum Qualifications
  • Education: Graduation from high school or GED equivalent is required.
    • For enrolled Community members without a GED, obtaining a GED is mandatory, requiring participation in the HR GED Program and successful completion of the Arizona state certified exam to continue employment.
  • Experience: Familiarity with typing or keyboarding is required.
    • Preferred experience includes six (6) months performing a variety of customer service tasks.
    • Experience in clerical and office support tasks is preferred.
    • Completion of a high school course or program in Office Practices, General Business, or a related field is preferred.
  • Underfill Eligibility: An enrolled Community Member who closely meets the minimum qualifications may be considered for employment under SRPMIC Policy 2-19, Underfill.
  • Equivalency: Any equivalent combination of experience and education that will enable the applicant to satisfactorily perform the duties of the job may be considered.
Special Requirements

Applicants will be subject to drug and alcohol testing prior to hire and must pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidates.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax

3) mail or hand deliver to Human Resources.

Documentation must be received by the position closing date.

The IHS/BIA Form-4432 is not accepted.

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

The SRPMIC offers a comprehensive benefits package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition, employees enjoy vacation and sick leave and 13 paid holidays.