Administrative Assistant

COQUILLE INDIAN TRIBE•Coos Bay, OR

19d•$23 - $30•Onsite

About The Position

Under the direct supervision of the OSO Office Manager, the Administrative Assistant provides administrative, clerical, secretarial, and project support to the Office of Strategic Operations, ensuring smooth day-to-day operations across OSO's programs and departments (Grants, Planning, Project Management, and Information Services).

Requirements

Associate degree in Business Administration or a related field.
Minimum of three (3) years of administrative progressively responsible support experience required.
Demonstrated proficiency using Microsoft 365 applications, including Microsoft Teams, OneDrive, SharePoint, file management, and other business software.
Demonstrated writing, editing, and proofreading skills.
Demonstrated attention to detail and demonstrated effectiveness managing multiple work assignments simultaneously, often under strict deadlines; work accuracy is essential.
Demonstrated experience working collaboratively in a team-based office environment.
Demonstrated experience making travel arrangements and event coordination.
Demonstrated experience with technical or professional report formatting
A current and valid Oregon driver’s license in good standing is required with no insurability issues as determined by the Tribe’s insurance carrier.

Nice To Haves

A combination of relevant education, training, and work experience may be considered in lieu of the education and experience requirements above.

Responsibilities

Produce, draft, and finalize documents, correspondence, reports, flyers, and other materials for OSO. Copy-edit and check report formatting, as needed.
Assist with keeping the OSO electronic policy manual organized and updated as directed.
Assist with keeping the OSO internal SharePoint site organized and updated as directed.
Assist with procurement for OSO, including preparing and managing electronic processing of check and purchase order requests in Microix, including managing recurring invoices for payment.
Assist with supply order management, receiving supplies and equipment, invoice and financial reconciliation, and other office support duties.
Support processing and tracking contracts, grants, and agreements through the Internal Review process.
Support the OSO Onboarding and Employee recognition programs.
Assist with travel and training arrangements for OSO staff, using established process outlined by CIT Travel and Events Coordinator.
Support OSO Meeting logistics, including coordinating Outlook calendar schedules, assisting with video conferencing set-up for remote meetings, and assisting with meeting arrangements, including catering orders for OSO staff.
Attend designated OSO leadership, program, and department meetings; accurately record, prepare, distribute, and maintain meeting minutes and related documentation as directed.
Staff the OSO front desk, greeting visitors as needed and serving as the point of contact for solicitation calls and general inquiries.
Receive, sort, and distribute incoming mail, packages, and deliveries for OSO staff.
Support the collection and delivery of inter-office mail across Tribal departments.
Assist at Tribal Events.
Provide backup support and coverage for the Office Manager and Executive Assistant as needed; serve as primary backup for the OSO Office Manager.
Work cooperatively with programs and departments outside of OSO to accomplish assigned tasks.
Provide additional administrative support services as directed.