Administrative Assistant

Colusa Indian Community Council•Colusa, CA

16d•Onsite

About The Position

Under general supervision for a Department Director, performs a wide range of routine clerical and administrative work in a functional work in a department or a unit; receives and processes information by phone or in person; performs related work as required. Incumbent must possess basic to intermediate clerical and administrative skills. This position is characterized by responsibility for performing administrative and clerical tasks and applying general knowledge of departmental, work unit, and program procedures, services, and methods. Incumbent works within the framework of established procedures, is expected to perform clerical tasks with general instructions and assistance; will have routine contact with internal and external customers and partners to answer procedural questions or give out factual information. Incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council. The current vacancies are for regular, full-time positions in the Clinic (reporting to the Director) and the Administration Office (reporting to the Tribal Administrator).

Requirements

Education: High school graduate or general education degree (G.E.D) preferred
Experience: Six (6) months to one (1) year of experience and/or training in a clerical, administrative, or office environment.
Supplemental Information and Licensing:
Must be twenty-one (21) years of age at the time of appointment.
Must possess a valid California driver’s license at the time of appointment; this position will require driving.
Independent travel may be required to attend events, meetings, and conferences.
SUPERVISORIAL DUTIES: None
Proficiency in Microsoft Office products
Must have the ability to analyze and interpret technical procedures or governmental regulations
Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public
Dedicated hard worker with the ability to report to work on a daily basis
Fosters and maintains positive staff/management relations.

Nice To Haves

Strong organizational and time management skills
Able to work in a fast-paced environment & able to multi-task
Flexibility and ability to assist others when needed
Must enjoy working with diverse groups of people
Excellent written and verbal communication skills
Must have good interpersonal skills with a large range of personality types
Must be extensively computer literate and have a broad-based knowledge of computer programs and software
Strong attention to detail and note-taking skills
Bilingual in Spanish, a plus.
Experience with overseeing company social media pages is highly desired

Responsibilities

Manage and organize office files, records, and documents—electronically or hard-copy files. Maintain accurate and up-to-date databases and filing systems
Input and update information in spreadsheets and software programs
Answer and direct phone calls, emails, and other communications
Edit/proofread and write reports, business correspondence, and procedures and policies
Handle confidential and sensitive information with discretion and maintain high confidentiality standards at all times. Is required to sign a confidentiality statement upon acceptance of employment
May conduct research, compile data, and prepare papers for consideration and presentations
Make travel arrangements and accommodation for the assigned department and/or unit
Organize and maintain supplies inventory and materials, and place orders as needed
Coordinate and schedule meeting spaces and catering orders as needed
Create and track purchase orders for assigned department and/or unit
Assist in monitoring and creating assigned department and/or unit budget. Assist in tracking expenses, invoices, purchase orders, and financial records
Complete special projects for assigned department and/or unit
Compile, transcribe, and distribute minutes of meetings
Support staff in assigned project-based work, including but not limited to organizing Tribal events, meetings, workshops, team activities, training sessions, and special projects
Ability to answer multi-line phone system and greet visitors entering the building
Distribute and collect applications and information as needed
Draft and update content on websites, internal and external communications, and social media platforms
May perform other duties commensurate with the functions and level of the position.