Executive Secretary (HHS)

Salt River Pima-Maricopa Indian Community • Scottsdale, AZ

5d • Onsite

About The Position

Under limited supervision of the department Office Manager or Director, provides high level administrative assistance to the Director regarding a variety of administrative tasks that support the department’s overall goals and objectives. At the discretion of the Director, also provides administrative support to other management level positions within the department. Provides direct support to the Director regarding all aspects of the department functions. Acts as a mentor, role-model and leader to the clerical and administrative staff. This job class is treated as FLSA non-exempt. The Executive Secretary job class differs from the Secretary job class by providing higher level direct support for routine and special projects to the department Director and, at the Director’s discretion, other department management positions. Clerical and administrative staff mentoring and supervision responsibilities are a required task.

Requirements

• Graduation from High School or a GED equivalent required.
• For enrolled Community members without a GED, must obtain a GED.
• Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.
• 3-4 years full-time work experience performing secretarial and administrative tasks with 1 year work experience that includes lead or supervisory responsibilities required.
• Must be able to demonstrate typing skill at 50 net words per minute using a computer.
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.
• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of principles of personnel management and policy formation.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.
• Knowledge of the principles and practices of employee supervision including training and performance evaluations.
• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill multitasking and demonstrating creative thinking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill reviewing the work of others to ensure accuracy and conformity with department policies and procedures.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.
• Ability to type on the computer 50 net words per minute.
• Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service while working effectively and calmly in a high-stress work environment.
• Ability to clearly communicate verbally and in writing.
• Ability to take and accurately prepare meeting notes.
• Ability to adapt to changing work situations and assignments.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to identify problems and analyze alternatives in order to develop viable recommendations for projects and assignments.
• Ability to read, comprehend, interpret and follow complex verbal and written instruction.
• Ability to produce effective business correspondence and reports using proper sentence structure, punctuation, grammar and spelling.
• Ability to work under pressure by handling significant problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Director’s attention.
• Ability to define and solve problems, collect data, establish facts and draw logical conclusions.
• Ability to lift & carry 25 lbs.

Nice To Haves

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.

Responsibilities

• Assists with the routine supervision of assigned clerical and administrative staff members including approving work time for direct reports.
• Prioritizes and coordinates staff workflow.
• Provides administrative related staff training and assistance as needed and coordinates clerical and administrative in-house staff training and development.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.
• Helps the Office Manager, if applicable, in mentoring the department clerical and administrative employees so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department’s objectives and attain further career progression goals.
• Assists with cross training Clerk, Senior Clerk and Secretary staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical and administrative staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.
• Coordinates and oversees completion of special projects assigned by the Director.
• Researches, compiles and analyzes data for special projects and various reports as assigned.
• Maintains and updates resource materials.
• Assists the Director with developing memoranda, letters, reports and special project presentations for Tribal Council meetings, Directors meetings, public hearings and other project-specific meetings.
• Provides direct administrative support to the Director and acts as a department liaison at the discretion of the Director.
• Acts as a Time Approver for the PeopleSoft Time & Labor processes.
• Processes PeopleSoft Financial requisitions.
• Provides limited signature authority at the discretion of the Director.
• Provides non-complex department decision-making authority at the discretion of the Director.
• Coordinates all department training activities.
• Coordinates department meetings and Director activities as assigned.
• Provides assistance with the annual department budget process including compiling data, assisting with forecasts, creating the budget presentation and any required follow-up.
• Recommends both commendation and disciplinary actions as personnel related situations warrant.
• Maintains the department and Director’s “Confidential” files as required.
• Coordinates use of the department “Purchasing Card” (P-Card) and maintains all documentation regarding P-Card use.
• Performs other job related duties as assigned by the Office Manager, Director or designee.

Benefits

• Ensures all patient information is kept confidential and complies with Health Insurance Portability and Accountability Act (HIPAA) regulations and SRPMIC HHS policies and procedures.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED