Health and Human Services Administrative Assistant

Peoria Tribe of Indians of Oklahoma•Miami, OK

2d•Onsite

About The Position

The Health and Human Services Administrative Assistant provides administrative, clerical, and operational support to the Health and Human Services Department and its programs. The role supports purchasing, travel documentation and reconciliations, event coordination, records management, and general office operations, collaborating with HHS leadership and program staff to help daily operations run efficiently. The successful candidate is organized, dependable, detail-oriented, flexible, and able to manage multiple priorities while maintaining confidentiality and professionalism when handling sensitive Tribal, employee, and client information. The position primarily operates in an office environment and may involve occasional travel to Tribal facilities, community locations, and off-site events. It may require standing, walking, and lifting or carrying event supplies and materials, as well as assisting with event setup and cleanup. Reasonable accommodations may be made in accordance with applicable requirements. The Peoria Tribe of Indians of Oklahoma operates a drug-free workplace. Applicants may be required to submit to and pass applicable drug testing and a background check, and must adhere to work rules, policies, procedures, and safety standards. The Tribe does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability status in employment. Individuals of Indian ancestry will be given preference by law in initial employment or re-employment.

Requirements

High school diploma or equivalent required.
Must possess and maintain a valid driver's license.
Basic computer proficiency, including Microsoft Word, Excel, Outlook, and other standard office applications.
Strong organizational skills and attention to detail.
Ability to maintain accurate records and handle confidential information appropriately.
Ability to communicate effectively, professionally, and respectfully, both verbally and in writing.
Ability to work independently, follow instructions, and collaborate effectively with a team.
Ability to prioritize assignments, meet deadlines, and manage multiple tasks in a changing work environment.
Strong organizational, time-management, and problem-solving skills.
Accuracy in data entry, document preparation, and recordkeeping.
Professional communication and customer service skills.
Ability to adapt to changing departmental priorities and assist where needed.
Ability to establish positive working relationships with employees and external partners.
Commitment to supporting the mission and services of the Health and Human Services Department.
Adhere to work rules, policies and procedures, and safety standards.
May be required to submit to and pass applicable drug testing and a background check.

Nice To Haves

Previous administrative, clerical, office support, or customer service experience.
Experience preparing requisitions, processing purchasing documentation, or reconciling travel expenses.
Experience assisting with event planning, training coordination, or community activities.
Experience working in a Tribal government, healthcare, social services, nonprofit, or grant-funded environment.
Familiarity with administrative procedures, expense documentation, and financial recordkeeping.

Responsibilities

Provide general administrative and clerical support to the HHS Director and HHS program staff.
Prepare, organize, copy, scan, file, and maintain departmental documents and records.
Answer telephone calls, respond to routine inquiries, direct communications, and assist visitors.
Maintain calendars, schedule meetings, prepare meeting materials, and assist with correspondence and other departmental documents.
Track deadlines, pending paperwork, and administrative requests to support timely completion of departmental responsibilities.
Assist with preparing reports, spreadsheets, presentations, forms, and other documents.
Provide general office support and assist with special projects and other duties as assigned.
Assist staff with travel arrangements, travel requests, and supporting documentation in accordance with Tribal policies and procedures.
Review travel reconciliation packets for completeness, accuracy, receipts, and required approvals.
Track outstanding travel reconciliations and follow up with staff to ensure timely submission.
Assist with reconciling travel expenses, organizing receipts, and preparing paperwork for submission to the appropriate department.
Maintain organized travel records and help resolve missing documentation or discrepancies.
Prepare and submit requisitions for departmental supplies, equipment, services, and event-related expenses.
Assist with purchasing requests, obtaining quotes, gathering supporting documentation, and routing paperwork for approval.
Track requisitions and purchase orders and follow up on pending requests.
Maintain records of purchases, invoices, receipts, and related documentation.
Coordinate with Finance, Procurement, and other Tribal departments to help ensure purchasing procedures are followed.
Monitor office and program supply needs and help maintain adequate inventory.
Assist HHS staff with planning, coordinating, and preparing for departmental events, trainings, meetings, community outreach activities, and program functions.
Coordinate event supplies, materials, equipment, food orders, setup, cleanup, and other logistical needs.
Prepare registration lists, sign-in sheets, handouts, packets, promotional materials, and participant supplies.
Support event-related purchasing, transportation coordination, facility arrangements, and other preparations.
Attend and assist with events outside normal office duties or hours when required and approved.
Provide flexible administrative assistance to HHS programs and staff based on departmental needs and priorities.
Assist with copying, scanning, data entry, filing, mail distribution, supply requests, and preparation of program materials.
Organize and maintain electronic and paper files in accordance with established procedures.
Prepare materials for meetings, trainings, community activities, and reporting deadlines.
Communicate with staff regarding pending paperwork, deadlines, event needs, and administrative follow-up.
Identify administrative needs and communicate concerns or issues to the HHS Director.
Maintain confidentiality of Tribal business, personnel records, client information, and other sensitive departmental information.
Follow Tribal policies, procedures, records-management requirements, purchasing guidelines, and applicable confidentiality standards.
Maintain accurate, complete, and organized documentation.
Demonstrate professionalism, sound judgment, and respect when interacting with Tribal members, employees, community partners, and the public.
Perform other related duties as assigned to support the effective operation of the HHS Department.