Administrative Specialist IV

Muckleshoot Indian Tribe•Auburn, WA

About The Position

Under general supervision, provides office management and administrative support services and/or direct supervision of general and/or technical clerical personnel. This is the fourth level of a four-level classification series. The Administrative Specialist IV classification differs from other classifications in this series in that incumbents perform a series of office administration support tasks that are technical and specialized in scope and/or supervisory in nature. Work assignments are procedurally complex and require considerable expertise in the assigned function area. Incumbents are considered a resource for information in their respective specialized operations and/or expertise. Work is performed under minimal supervision and independent judgment and confidentiality is exercised. Incumbents may be expected to act as liaison between internal and/or external customers and unit staff. Duties require a broad understanding and discretion in the interpretation and application of guidelines, policies and work methods

Requirements

Graduation from a high school or equivalent with course work in general office practices, and four (4) 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 policies, principles and practices, rules, regulations, codes, laws, policies, procedures and ordinances regarding work assignment (this requirement may vary according to position assignment); Computer software applications relative to the position assignment; Basic accounting and mathematics.
Skilled in: Keyboarding (speed required may vary according to position assignment); Analysis and problem solving; Oral and written communication. Organization and time management; 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, principles and practices of supervision; Customer service - in person and via telephone (discretion, patience, etiquette, professionalism); Interpersonal and human relations.
Ability to: Follow oral and written instructions; Maintain confidentiality of sensitive matters; Work independently, prioritize workload and adapt to changes in work load demands, provide training; Follow through on assignments as directed;
Conduct research on a specific work assignment.

Responsibilities

Plan, coordinate, assign, prioritize, provide directions and monitor the quality of work of other staff.
Identify and solve workload and scheduling problems; provide assistance to staff with difficult assignments.
Interview, select and train employees for positions in assigned unit; appraise employees’ performance and determine necessary action; may coordinate and implement decisions on discipline problems and approve leaves.
Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person, often involving difficult problems in the assigned function area. Some incumbents may have to deal with confidential, sensitive and/or potentially volatile situations.
Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources, including spreadsheets and customized data applications.
According to established policies and prescribed guidelines, control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll and/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; work may involve legal, scientific and/or other specialized materials, extensive statistical reports, editing policies and procedures, ordinances, contracts, public notices or other documents, requiring a comprehensive understanding of the subject matter.
Process mail that may require attaching related correspondence or information before forwarding; selecting mail to handle personally where the response requires specialized knowledge of the assigned function; identifying priority and/or time sensitive matters; and maintaining security and confidentiality. May be responsible for planning and organizing mail-handling functions involving a large volume and variety of mail, or for coordinating large-scale publication and distribution projects.
May attend and record public and/or departmental hearings and/or meetings, and at times may be required to make presentations. Represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings (may vary according to position assignment).
May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.
Assist in the planning and execution of Youth Recreation events and activities, including scorekeeping, facilitating tournament brackets, and overseeing tournament/team registration processes.
Support the recruitment, training, and scheduling of events and activities. Coordinate with other departments when planning and scheduling gym/field times.
Communicate effectively with team members, participants, and the public, maintaining a positive and welcoming atmosphere.
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.