Office Specialist/Hickiwan, AZ

Tohono O•Hicikiwan, AZ

About The Position

The Office Specialist position is located in Hickiwan, Arizona. Under close supervision, the incumbent provides day-to-day secretarial assistance to a director, office manager, and/or administrative assistants. Work is reviewed during progress and upon completion to ensure accuracy, timeliness, and compliance with established standards. Most tasks are covered by detailed instructions or procedures. Depending on the area of assignment, the incumbent may perform receptionist and customer-service duties; manage calls, messages, appointments, forms, and documents; maintain, organize, update, retrieve, and deliver manual or electronic files; send and receive mail and faxed documents; prepare, type, proofread, and copy correspondence and other materials; and complete forms and reports. The position also performs other related duties as assigned and contributes to a team effort.

Requirements

High school diploma or GED and one year of general clerical work experience, or an equivalent combination of training, education, and work experience demonstrating the ability to perform the duties.
Type at least 40 WPM for Full Level or 30 WPM for CLI.
Demonstrate at least 60% proficiency in grammar, spelling, and math for Full Level or 55% for CLI.
Knowledge of Tohono O'odham culture, customs, and traditions.
Knowledge of English grammar, punctuation, spelling, and basic math.
Knowledge of clerical office practices and procedures; alphabetic, numerical, and chronological filing methods; business telephone etiquette and procedures, including multi-line equipment and message taking; basic bookkeeping; and applicable federal, state, and tribal laws, regulations, and requirements.
Skill in providing superior customer service to internal and external customers.
Ability to write legibly, operate office equipment, organize and prioritize work, compile and prepare reports, and communicate effectively verbally and in writing.
Ability to establish and maintain positive working relationships, maintain privileged confidential information, work independently, meet strict timelines, work extended hours and varied schedules, and travel within the interior and exterior boundaries of the Tohono O'odham Nation.
A criminal background check, including a 39-month Motor Vehicle Record, is required upon recommendation for hire.
May be required to possess and maintain a valid driver's license, with no DUIs or major traffic citations within the previous three years. If required to operate program vehicles, must meet the tribal employer's insurance requirements for a driver's permit.

Responsibilities

Perform receptionist duties, greet the public and employees in person or by phone, and obtain or provide information.
Transfer calls, take messages, help customers complete forms and documents, and schedule appointments.
Distribute and receive documents such as applications, time cards, and invoices, and verify them for accuracy and completeness.
Design or modify filing systems and file information alphabetically, numerically, or chronologically according to office procedures.
Locate and retrieve records from manual or computerized systems; create, update, correct, merge, assemble, and purge files; and deliver or pick up files as requested.
Send and receive documents by fax, use inter-office or U.S. mail, and process outgoing mail.
Type or enter memos, letters, reports, minutes, labels, dockets, receipts, and other documents using a computer, printer, and/or typewriter.
Compose correspondence for supervisor or manager review and complete forms to process requests or claims.
Proofread and spell-check documents, make copies, and create charts, forms, and logs to meet departmental needs.
Perform other job-related duties as assigned and contribute to a team effort.