Administrative Assistant - Temporary Position
About The Position
Under the direct supervision of the Health and Human Services (HHS) Administrator, the HHS Administrative Assistant provides high-level administrative and operational support to the entire department. This role assists with day-to-day departmental needs including clerical functions, coordination of program resources (e.g., clothing closet and food pantry), procurement and travel arrangements, and interdepartmental support. The Administrative Assistant is essential in maintaining a welcoming and efficient environment while ensuring confidentiality, timely communication, accurate records, and professional assistance to Tribal members and staff. This is a temporary position covering during a leave of absence.
Requirements
- High School Diploma or G.E.D.
- Minimum of one (1) year of clerical, administrative, or office support experience.
- Must pass a pre-employment skill assessment evaluating attention to detail, basic math, Microsoft Office proficiency, and reading comprehension.
- All offers are contingent upon signing a confidentiality agreement and satisfactory completion of drug screening and background checks. Employer observes federal standards for controlled substances.
- Required to possess a valid driver’s license and maintain a driving record that is satisfactory to the Tribe’s insurance carrier.
Nice To Haves
- Experience in a tribal government or social services setting.
- Familiarity with procurement, credit card reconciliation, or travel coordination.
Responsibilities
- Greet and assist all visitors, clients, vendors, and staff; direct inquiries to appropriate personnel or services.
- Answer and manage multi-line phone system, take messages, and handle routine inquiries.
- Maintain physical and digital filing systems, assist with records retention and destruction in accordance with policy.
- Coordinate department-wide calendars and schedule meetings, events, and trainings.
- Maintain confidentiality of all sensitive information as required by law and Tribal policy.
- Make purchases on behalf of the department for supplies, equipment, and services.
- Maintain accurate purchase logs and submit necessary documentation for reconciliation.
- Complete monthly reconciliation of the department’s credit card in accordance with fiscal procedures.
- Prepare and submit requisitions and check requests for timely payment and vendor tracking.
- Coordinate, maintain, and stock the HHS Clothing Closet and Food Pantry; conduct inventory checks and manage donation intake and distribution.
- Prepare meeting spaces for Tribal member, Committee, and Executive Council gatherings.
- Ensure all forms, applications, and departmental literature are current and accessible for community members.
- Assist with department outreach efforts including flyer distribution, event preparation, and bulletin board updates.
- Arrange travel and lodging accommodations for HHS staff and leadership for off-site meetings, conferences, and trainings.
- Maintain organized travel records including itineraries, expense reports, and confirmations.
- Provide administrative support to the ICWA Advocate, Member Services Coordinator, Case Manager(s), and Victim Services Coordinator.
- Assist with documentation, scheduling, and communication needs across all HHS programs.
- Attend and contribute to HHS department meetings and trainings.
- Operate and troubleshoot office equipment such as fax machines, copiers, and scanners.
- Maintain inventory and order office supplies for the department.
- Participate in special projects, events, or emergency response activities as needed.
- Perform other duties as assigned by the HHS Administrator.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
