Administrative Specialist III (MTMO)

Muckleshoot Indian Tribe•Auburn, WA

About The Position

Under general supervision, provides a variety of clerical support services such as providing specialized, technical or program-specific information. This is the third level of a four-level classification series. The Administrative Specialist III differs from other classifications in this series in that the incumbent performs technical and specialized office support tasks requiring the exercise of a moderate degree of independent judgment. Duties require a clear understanding and skill in program specific information and knowledge and differ from other classes in this series by the required use of basic accounting and mathematics. MAJOR TASKS AND RESPONSIBILITIES This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or logical assignment to the position. Provide specialized and/or technical program-specific information that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers/clients over the telephone, in writing and/or in person; may have to deal with sensitive and/or potentially volatile situations. Consult statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources. According to established policies and prescribed guidelines, control the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled. Establish, maintain, verify, code, modify, track and/or retrieve information and compile data that may require information searches through files, contracts, policies, claims or computer files. Interview internal and/or external customers/clients to establish program-specific documentation and/or identify services needed. Perform moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications. May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter. Compose, draft, type and/or word process, proofread and edit documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports. Maintain, inventory, order, collect and distribute supplies and/or equipment. May be assigned the orientation and/or training and at times make presentations. May attend and take minutes at meetings. May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program. Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

Requirements

Gr aduation from a high school or equivalent with course work in general office practices, and three (3) years of experience in an office, administrative, or related support position is required.
Some assignments may require program specific certifications at a time set by the Tribe.
Knowledge of: General office principles and practices, computer software applications relative to the position assignment, basic accounting and mathematics, conflict resolution techniques, operation of standard office equipment that may include typewriter, personal computer, copier, fax machines and multi-line telephone, program specific information, terminology and/or equipment.
Skilled in : keyboarding (speed required may vary according to position assignment), analysis and problem-solving, oral and written communication, including making presentations, organization and time management, customer service -- in person and via telephone (discretion, patience, etiquette, professionalism), interpersonal and human relations, following oral and written instructions, working independently, prioritizing workload and adapting to changes in work load demands, providing training, maintaining confidentiality on sensitive matters, following through on assignments as directed, conducting research on a specific work assignment.

Responsibilities

Provide specialized and/or technical program-specific information that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers/clients over the telephone, in writing and/or in person; may have to deal with sensitive and/or potentially volatile situations.
Consult statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources.
According to established policies and prescribed guidelines, control the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
Establish, maintain, verify, code, modify, track and/or retrieve information and compile data that may require information searches through files, contracts, policies, claims or computer files.
Interview internal and/or external customers/clients to establish program-specific documentation and/or identify services needed.
Perform moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.
May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter.
Compose, draft, type and/or word process, proofread and edit documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.
Maintain, inventory, order, collect and distribute supplies and/or equipment.
May be assigned the orientation and/or training and at times make presentations.
May attend and take minutes at meetings.
May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.
Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.