Administrative Assistant

Tohono O•Tucson, AZ

4d•Onsite

About The Position

Under general supervision, the Administrative Assistant performs routine clerical and administrative support duties as directed by Division or Department Management. Work is generally reviewed upon completion, with occasional spot checks while in progress, to ensure accuracy, timeliness, and conformance with established standards. Instructions or procedures cover major work tasks, and unusual situations are referred to a supervisor. The position is based in a TONHC hospital administrative office setting and requires strong communication and multitasking skills. The position may require temporary relocation to other TONHC facilities, including Sells Hospital, Santa Rosa Health Center, San Simon Health Center, Casa Grande, and San Xavier Health Center. Depending on the assignment, some listed duties may not be required. The duties listed are illustrative and not all-inclusive.

Requirements

High school diploma or General Education Diploma and two years of clerical work experience, or an equivalent combination of training, education, and work experience demonstrating the ability to perform the position's duties.
Type at least 40 words per minute.
Demonstrate 60 percent proficiency in grammar, spelling, and math.
Obtain an Arizona Notary Public Commission certificate within six months of hire.
Upon recommendation for hire, complete a criminal background check, National FBI fingerprint check, and 39-month driving record review to determine suitability for employment.
May be required to possess and maintain a valid driver's license, with no DUIs or major traffic citations within the last three years.
If required to operate program vehicles, meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit.
Depending on department needs, may be required to demonstrate fluency in both Tohono O'odham and English as a condition of employment.
Knowledge of Tohono O'odham culture, customs, and traditions.
Knowledge of applicable federal, state, and tribal laws, regulations, and requirements.
Knowledge of business writing, spelling, grammar, and punctuation.
Knowledge of records management and basic accounting procedures.
Skill in operating word-processing, spreadsheet, and database software.
Skill in coordinating multiple schedules, meetings, and events.
Skill in providing superior customer service to internal and external customers.
Ability to communicate efficiently and effectively, verbally and in writing.
Ability to multitask in a fast-paced work environment.
Ability to establish and maintain positive and effective working relationships with employees and the general public.
Ability to maintain privileged and confidential information.
Ability to work independently and meet strict timelines.
Ability to work extended hours and various work schedules.
Ability to type, enter data, and verify information for accuracy.
Ability to travel within the interior and exterior boundaries of the Tohono O'odham Nation.

Responsibilities

Create correspondence, reports, minutes, agendas, and memos from drafts, recordings, or verbal instructions.
Photocopy, collate, and distribute documents.
Prepare outgoing correspondence, including emails, faxes, and memos.
Create spreadsheets and enter information into databases to meet reporting requirements.
Maintain inventory of office supplies and equipment; perform minor maintenance and repairs; and arrange equipment maintenance and repair.
Receive, log, sort, and distribute incoming and outgoing correspondence.
Perform receptionist duties, including greeting and directing visitors, taking and conveying phone messages, and responding to information requests from employees and the public.
Review and verify forms for completeness according to established policies and procedures.
Maintain individual and departmental calendars and appointments; coordinate and arrange meetings.
Obtain travel information, make travel arrangements according to established policies and procedures, prepare required documents, and submit them for approval.
Assist with time and attendance software and ensure timely submission of time records.
Perform other job-related duties as assigned and contribute to a team effort.