Administrative Assistant - Public Works

COWLITZ INDIAN TRIBE•Longview, WA

12d•$30 - $34•Onsite

About The Position

Contributes to the efficient daily operation of the Public Works department by performing a variety of secretarial and administrative duties. Maintains professionalism in all interactions with internal and external customers. Adheres to confidentially requirements. Honors and represents the mission, vision, values of CIT and Administration department. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Requirements

High School Diploma/GED.
Three years of related experience or training.
Valid driver’s license is required when driving vehicles for work-related purposes.
Must be able to successfully pass a background screening / investigation according to the established requirements below.
Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions.
All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).
Knowledge of traditional form of government and tribal customs and traditions.
Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
Knowledge of modern office functions, procedures, and equipment.
Knowledge of records management and basic accounting procedures.
Skill in operating various word-processing, spreadsheets and database software programs.
Skill in treating internal and external customers with tact, courtesy, and respect.
Ability to maintain confidentiality.
Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
Ability to communicate efficiently and effectively both verbally and in writing.
Ability to handle multiple tasks and meet deadlines.
Ability to work independently with minimal supervision.

Responsibilities

Attends meetings and takes notes and minutes as requested; documents action items and decisions; informs department staff of any pertinent actions or decisions as requested.
Arranges travel, prepares and submits travel-related documents; maintains travel information as necessary.
Prepares purchase and payment orders and other pertinent paperwork for processing payments; maintains financial records.
Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
Establishes and maintains an effective filing and retrieval system of departmental communication and information.
Maintains employees’ timesheets and reimbursement forms.
Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
Receives, sorts, logs, and routes mail.
Greets internal and external customers and visitors; determines nature of business, answers questions, and directs to appropriate personnel.
Provides support in research, preparation, and management of business documents.
Maintains and operates office machines, equipment, and computers; performs or coordinates general maintenance and repair.
Photocopies, collates, distributes, and files documents.
Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
Maintains inventory of office supplies; orders office and maintenance supplies.
Assists in recruiting and hiring including screening resumes; scheduling interviews; attending interviews; and following up as requested.
Maintains work order database.
Interacts with vendors for custodial, maintenance, and Project Management teams.
Manages the Fleet Reservation Calendar; reserves vehicles for other departments; distributes keys and checklist forms; collect keys; files appropriate forms; tracks mileage.
Issues vehicle maintenance work orders and communicates with Fleet Maintenance to ensure proper maintenance is completed.
Assists other departments with scheduling maintenance on equipment.
Issues and/or removes keys/alarm access/badge access for new hires/office moves/terminations.
Dispatches Custodians to areas in need of extra assistance.
Contributes to a team effort and accomplishes related results as required.
Performs other duties as assigned.