Travel Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

6d•Onsite

About The Position

This position is responsible for assisting the Director in coordinating travel arrangements for employees, Elders, commissions and committee members and in departmental operations.

Requirements

High school diploma or general education degree (GED) required; and a minimum two years administrative office work experience in a stressful position/environment required; or equivalent combination of education and experience.
Required to have intermediate knowledge of word processing and spreadsheet skills.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Must have a valid Washington State driver’s license and proof of insurance.
Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.

Responsibilities

Performs all phases of support services including reception, answering telephones, filing, typing, data entry, and general clerical duties.
Greets and screens visitors using excellent communication skills.
Makes copies, collates and distributes documents as directed.
Compiles correspondence, memos, etc. using good judgment, excellent grammar and punctuation and limited guidance. Processes administrative paperwork for department including ordering supplies, furniture and distribution of confidential correspondence.
Assists Director in arranging travel for tribal administration staff members including contacting departments/ employees to establish arrangements.
Ensures appropriate signatures are completed on all paperwork i.e. Travel and Expense Summary sheets, Check Requests and Purchase Orders, working closely with the Accounting Department to process paperwork.
Works closely with all tribal administration staff to ensure employee’s preferences are adhered to
Works closely with all staff to ensure receipts are turned in upon return of travel status within 5 days.
Conducts business in a way that will be favorable to the tribe and establishes positive working relationships with employees, Elders, commission and committee members and outside vendors.
Informs employees that travel arrangements are complete, and arranges a time for the employee to pick up checks and airfare tickets.
Accurately maintains confidential records regarding travel, to include expense summaries, copies of checks, CDR’s, budgets, etc.
In the absence of the Director, is responsible for decision making that may have a positive or negative impact on an individual’s travel arrangements; has authority to sign expenditure requests; manages the department’s budget and budget modifications as necessary.
Reacts professionally and positively to angry, demanding, upset or frustrated travelers by making himself/herself available 24/7 to deal with emergency travel situations; handles those situations skillfully, positively and promptly to ensure the traveler’s needs are met so that their inconvenience is minimized to every extent possible.
Performs other duties as assigned.