Administrative Assistant

Tohono O•Sells, AZ

14d•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 during the process, for accuracy, timeliness, and adherence to established standards. Instructions or procedures cover major tasks, and unusual situations are referred to a supervisor. The position is located in a hospital administrative office setting within TONHC in Sells, Arizona, and requires strong communication and multitasking skills. Duties may vary by assignment; the listed duties 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.
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, punctuation, records management, and basic accounting procedures.
Skill operating word-processing, spreadsheet, and database software.
Skill coordinating multiple schedules, meetings, and events and providing superior customer service to internal and external customers.
Ability to communicate effectively verbally and in writing; multitask in a fast-paced environment; establish and maintain positive working relationships; maintain privileged and confidential information; work independently and meet strict timelines; and type, enter data, and verify information accuracy.
Ability to work extended hours and various work schedules.
Ability to travel within the interior and exterior boundaries of the Tohono O'odham Nation.
Upon recommendation for hire, complete a criminal background check and National FBI fingerprint check to determine suitability for employment, including a 39-month driving record.
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 for a driver's permit.
Depending on departmental needs, may be required to demonstrate fluency in both Tohono O'odham and English as a condition of employment.

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 office supplies and equipment inventories; perform minor maintenance and repairs; and arrange equipment maintenance and repair.
Receive, log, sort, and distribute incoming and outgoing correspondence.
Perform receptionist duties, greet and direct visitors, take and convey phone messages, and provide information to 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 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.