Office Specialist

Tohono O • Sells, AZ

3d • Onsite

About The Position

The Office Specialist provides day-to-day secretarial and clerical assistance to a director, office manager, and/or administrative assistants under close supervision. Work is reviewed during its progress and upon completion to ensure accuracy, timeliness, and compliance with established standards. Most tasks are governed by detailed instructions or procedures. The position is located in Sells, Arizona. Depending on the area of assignment, some listed duties may not be required.

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/chronological filing methods, business telephone etiquette and procedures, multi-line telephone equipment, message-taking, and basic bookkeeping.
• Knowledge of 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 with employees and the public; maintain privileged confidential information; work independently and meet strict timelines; work extended hours and varied schedules; and travel within the interior and exterior boundaries of the Tohono O'odham Nation.
• Upon recommendation for hire, pass a criminal background check, including a 39-month Motor Vehicle Record review.
• 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, meet the tribal employer's insurance requirements for a driver's permit.
• Depending on departmental needs, may be required to demonstrate fluency in both Tohono O'odham and English as a condition of employment.

Responsibilities

• Greets the public and employees in person or by phone, provides or obtains information, transfers calls, takes messages, and assists customers with forms and documents.
• Schedules customer appointments; distributes and receives documents such as applications, time cards, and invoices, and checks them for accuracy and completeness.
• Designs or modifies filing systems to improve efficiency; files records alphabetically, numerically, and chronologically according to office procedures.
• Locates, retrieves, creates, updates, corrects, merges, assembles, delivers, and purges files in manual or computerized systems as needed.
• Sends and receives documents by fax, handles inter-office and U.S. mail, and processes outgoing mail.
• Types or enters documents—including memos, letters, reports, minutes, labels, dockets, and receipts—using a computer, printer, and/or typewriter.
• Composes correspondence for supervisor or manager review and completes forms to process requests or claims.
• Proofreads and spell-checks documents, copies documents, and creates charts, forms, and logs to meet departmental needs.
• Performs other job-related duties as assigned and contributes to a team effort.

What This Job Offers

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