Office and Documents Specialist

OSAGE NATION

2d • Onsite

About The Position

The Office and Documents Specialist is responsible for processing all mailed documents received by the Osage Nation Historic Preservation Office (ONHPO). This includes logging the mail into the office database and distributing the mail. The Specialists is responsible for the electronic and wall calendar. On occasion the Specialist is responsible for greeting clients and visitors to the ONHPO office, giving clients directions to various parts of the office, contacting employees regarding visitors, answering phones, and taking messages. In addition, the Specialist provides support in the ONHPO’s research library. Multitasking is a must and is required in ordering, classifying, sorting, labeling, binding, printing, preserving, and entering materials into the library database. The Specialist also creates detailed abstracts and keywords for future research. To be successful in this role, the Specialist needs excellent writing and verbal communication skills, as well as competency in Microsoft Office applications such as Word and Excel. Knowledge of the database software FileMaker Pro is preferred, as well as willingness to learn records management best practice. Prior experience as an Office and Documents Specialist is helpful.

Requirements

• High School Diploma or GED, at least two years of experience.
• Prior experience as an Office and Documents Specialist or related field.
• Requires experience logging and processing mail.
• Requires experience processing, preserving, and researching library documents.
• Requires a high level of time management skills.
• Requires experience using Microsoft Office Suite programs
• The ability to sit for extended length of time.
• Must be able to stand, stoop, bend, or squat as job requires.
• Lifting is minimal but will be a component of the job requirements.
• Must maintain a professional attitude and appearance that positively represents the Nation.
• Requires a high level of personal integrity and ethics.
• Must maintain confidentiality at all times.
• Requires good interpersonal communication and team work skills.
• Requires willingness and ability to learn new skills, including travel to conferences and trainings
• Experience with administrative and clerical procedures.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• Must be able to pass a criminal background check.

Nice To Haves

• Preferred experience with FileMaker Pro

Responsibilities

• Processing all mailed documents received by the Osage Nation Historic Preservation Office (ONHPO)
• Logging the mail into the office database and distributing the mail
• Maintaining the electronic and wall calendar
• Greeting clients and visitors to the ONHPO office
• Giving clients directions to various parts of the office
• Contacting employees regarding visitors
• Answering phones and taking messages
• Providing support in the ONHPO’s research library
• Ordering, classifying, sorting, labeling, binding, printing, preserving, and entering materials into the library database
• Creating detailed abstracts and keywords for future research

What This Job Offers

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