Administrative Assistant

Great Plains Tribal Leaders Health•Rapid City, SD

27d•$20 - $25

About The Position

The Administrative Specialist supports the organization’s mission, vision, values, and strategic priorities by providing higher-level administrative and customer service support for effective day-to-day operations. The position serves as a skilled front desk professional and provides backup coverage and cross-training to support operational continuity. It combines reception duties with independent judgment and operational support to maintain efficient, professional, and culturally respectful office operations. The role provides administrative support to a supervisor and department, including handling calls and calendars, preparing meeting materials and minutes, coordinating communications, preparing correspondence and reports, supporting budget and payment processes, maintaining records and databases, assisting with payroll and employee onboarding, managing supplies, and coordinating travel. The position also requires dependable attendance, effective communication, compliance with policies and regulations, and use of required systems and technology. The role requires respectful, collaborative service to tribal stakeholders, colleagues, partners, service recipients, visitors, and guests. Familiarity with American Indian populations and respect for traditional, cultural, and spiritual practices are expected. Employment is contingent on required background checks, drug screening, and compliance with employee health screening and immunization requirements before the first day of work.

Requirements

High school diploma or GED and one year of experience.
Participate in Core Connections training and apply GPTLHB Core Connections concepts and practices at work.
Provide excellent customer service to tribal stakeholders, health board colleagues, program partners, service recipients, visitors, and guests.
Foster a workplace characterized by wellness, courtesy, friendliness, helpfulness, and respect; collaborate professionally with coworkers and staff at all levels.
Familiarity and/or experience working with American Indian populations, respect for and knowledge of traditional, cultural, and spiritual practices of diverse American Indian communities, and ability to work with other culturally and ethnically diverse populations.
Respect and accept differences in capabilities, cultures, gender, age, sexual orientation, and personality.
Maintain organizational privacy and confidentiality.
Handle crises and tolerate stress professionally; work independently, take initiative, and resolve issues with other departments and coworkers without direct supervision.
Adapt plans and routines as needed while maintaining professional composure.
Maintain a flexible work schedule, including evenings, weekends, and overnight or extended travel as necessary.
Present information effectively in one-on-one and small-group settings to community members, consumers, and employees.
Proficiency with Word, Excel, PowerPoint, and other Internet technologies.
Maintain a valid driver’s license and keep any required certificates, credentials, or licenses current in accordance with applicable regulations.
Promote an alcohol-, tobacco-, and drug-free lifestyle, maintain a professional appearance, and follow GPTLHB policies and procedures.
Possess or be able to obtain a South Dakota Notary Public Commission within six months if required for the assigned area.
Possess or be able to readily obtain a valid South Dakota driver’s license with a clean driving record.
Successfully pass a criminal and background check and a pre-employment drug screen.
Agree to comply with job-related employee health screening and immunization requirements before the first day of employment; documentation is required for MMR, Varicella, Hepatitis B, Influenza, T-dap, and COVID-19 vaccination.

Responsibilities

Greet visitors, determine appropriate access, maintain customer satisfaction, document complaints, identify an appropriate course of action, and report problems.
Screen the supervisor’s telephone and personal calls; handle matters independently when appropriate, refer other matters, respond to inquiries, and maintain the appointment calendar.
Prepare meeting agendas, notifications, and materials; record and prepare minutes; and process post-meeting documents.
Act as a liaison for the supervisor with internal and external contacts, obtain and disseminate information, convey directions, prepare materials, and complete special assignments.
Create, compose, edit, produce, and distribute correspondence, reports, meeting minutes, notices, and other materials; organize content and review materials for formatting, grammar, and accuracy.
Organize budget preparation, ensure budget process materials are complete and timely, and maintain internal budget tracking data.
Prepare disbursement requests and invoice payments, track and prepare expense reimbursements, and prepare purchasing requests.
Open, sort, analyze, route, and distribute correspondence, including email, faxes, and postal mail; independently prepare replies when needed.
Track and verify time records, submit information to Finance, provide payroll processing, and answer payroll questions.
Establish and maintain files, records, and information sources, and track recurring and scheduled requirements for replies and reports.
Enter, retrieve, verify, and correct information in computer database systems.
Compile and present materials, complete special assignments, develop and use historical information, and retrieve information.
Assist with departmental employee onboarding, potentially check references, complete pre-hire activities, and ensure employees have required equipment before their first day.
Monitor and maintain departmental supplies and prepare related purchase requisitions and disbursement forms; receive equipment and supplies.
Gather information from documents, record and correct information, verify and compare data, compile source-document data, and perform numerical computations.
Arrange and coordinate travel schedules and reservations for meetings, training, and travel away from the main work site.
Perform related work as required and carry out core responsibilities accurately, on time, and according to established standards.
Maintain regular and reliable attendance and communicate effectively with internal and external stakeholders.
Follow applicable policies, procedures, and regulatory requirements, and use required systems, tools, and technology.