Administrative Specialist

Job Summary:

This position is responsible for providing specialized administrative and customer service support for the assigned department of the Great Plains Tribal Chairmen's Health Board (GPTCHB), including the Oyate Health Center (OHC).

Essential Functions

• Greets visitors and determines access to appropriate parties; builds and maintains customer satisfaction; documents complaints and develops an appropriate course of action; and, reports problems to appropriate individual.
• Screens the supervisor's telephone and personal calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
• Prepares meeting agendas, notifications, and assembles packets of materials; records and prepares meeting minutes; processes post meeting documents.
• Provides liaison with supervisor's contacts within and outside the organization; obtains and disseminates information; conveys supervisor's directions to subordinates and department staff. Obtains, compiles, and presents in suitable forma variety of materials related to the supervisor's work; completes special assignments as assigned.
• Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
• Organizes budget preparation efforts; ensures all phases of the budget process are completed, submitted timely, and in the correct format; assists with maintaining internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.
• Prepares disbursement requests to process invoices for payment; tracks and prepares expense reimbursement requests for payment; prepares purchasing requests.
• Opens, sorts, and distributes correspondence, including email, faxes, and postal mail; reads and analyzes to determine significance; routes to appropriate personnel in a timely and efficient manner; prepares replies independently when necessary.
• May track and verify time records, gets information to the Finance Department in a timely fashion. Provide payroll processing. Answer questions regarding payroll.
• Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Obtains, compiles, and presents in suitable form a variety of materials; completes special assignments, as assigned; develop and utilize historical information; provide retrieval of information.
• Assists with the on-boarding of departmental employees; may check references of a potential employee; will determine and complete necessary pre-hire activities to include ensuring the employee has the equipment they need prior to their first day of work
• Controls, monitors, and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material.
• Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
• Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for department personnel.
• Performs related work as required.

Requirements

• Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work. 
• Knowledge of modern office practices and procedures.
• Knowledge of principles, practices and terminology related to the assigned department. Knowledge of computers and job-related software programs.
• Knowledge of customer service principles.
• Knowledge of the correct and effective use of English, including grammar, spelling, and punctuation.
• Skill in time management and prioritizing and organizing work. Skill in problem solving.
• Skill in interpersonal relations and customer service. Skill in the provision of customer service.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier. Skill in oral and written communication proficiency.

 Minimum Qualifications

• High school diploma or equivalent, and specialized training in a related field including college courses, certificate program, apprenticeship, etc.
• Five (5) years of progressively responsible administrative support, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems. Experience directly related to the assigned department is preferred.
• Possession of or ability to obtain Notary Public Commission from the State of South Dakota within six months if required for assigned area.
• Possession of or ability to readily obtain a valid driver's license issued by the State of South Dakota with a clean driving record.
• Must successfully pass a criminal and background check, and a pre-employment drug screen.

NATIVE AMERICAN/AMERICAN INDIAN PREFERENCE IN HIRING WILL BE APPLIED AS DEFINED IN TITLE 25 USC 44-46 &474.

 Compliance with our Employee Health Procedure is a condition of employment.  You are required to agree that you will comply with all job-related employee health screening and immunizations prior to your first day of employment.  Jobs require that you have documentation that you have completed the following immunizations prior to your first day of employment: MMR (Measles, Mumps and Rubella, Varicella (Chicken Pox), Hepatitis B, Influenza, T-dap (Tetanus - Diphtheria - Pertussis), and COVID-19 vaccination is required.

Employment is contingent upon the outcome of all required criminal background checks and pre- employment drug screen.