Public Works / Planning Administrative Assistant

San Pasqual Band Of Diegueno Mission Indians Of California•Valley Center, CA

12d

About The Position

Provides administrative and operational support to the Public Works and Planning Departments. The position assists with purchasing, accounts-payable documentation, work orders, resident-application follow-up, inspection scheduling, invoicing, departmental records, and GIS-related support. The incumbent manages multiple priorities, protects confidential information, maintains accurate records, and serves as a professional point of contact for Tribal community members, contractors, vendors, clients, and staff. Prior GIS experience is preferred but not required; training will be provided on department-specific GIS systems, mapping functions, and processes.

Requirements

High school diploma or general education (GED).
Valid California Driver’s License
Must be at least 18 years of age
Must successfully pass a pre-employment drug screening and participate in random drug testing thereafter, in accordance with applicable policies and requirements.
At least one year of experience processing invoices, purchase orders, check requests, or similar financial records.
Proficiency with Microsoft 365, including Outlook, Word, and Excel, and the ability to learn department-specific software and systems.
Works under general direction and manages competing deadlines and priorities across both departments.
Handles financial, vendor, land, resident, and project information accurately, confidentially, and with reliable follow-through.
Does not approve expenditures, determine residency eligibility, interpret policy, or perform professional planning or engineering work unless separately authorized.
Must be willing and able to learn GIS tools, parcel information, spatial data, and department-specific procedures through training.
Ability to organize records, prioritize tasks, meet deadlines, work independently, and escalate exceptions appropriately.
Ability to communicate professionally and respectfully with Tribal community members, coworkers, contractors, vendors, and clients, including during challenging interactions.
Proficiency in accurate data entry, spreadsheet tracking, report preparation, electronic file management, and routine records research.
Ability to protect confidential or sensitive information and maintain professional boundaries.
Cultural awareness, patience, diplomacy, and commitment to serving the Tribal community with respect.
Dependability, initiative, sound judgment, attention to detail, and consistent follow-through.

Nice To Haves

Three years of progressively responsible administrative, purchasing, accounts-payable, construction-office, public-sector, or closely related experience.
Relevant education in accounting, public administration, GIS, or a Tribal-related field may be considered with experience.
Prior GIS experience, coursework, or familiarity with mapping software is preferred.

Responsibilities

Process departmental bills, invoices, check requests, and supporting documentation in Sage Intacct; resolve discrepancies and support timely vendor payments.
Create and track purchase orders and P.R. numbers; verify approvals, receipts, invoice matching, and account coding; maintain complete purchasing records.
Set up jobs and work orders; track status, costs, deadlines, approvals, and closeout documents; follow up on missing information and prepare reports as requested.
Maintain organized electronic and paper records for land, purchasing, work orders, inspections, resident applications, and other departmental activities in accordance with confidentiality and retention practices.
Order and track approved office and operational supplies; verify receipts, reconcile packing slips, and maintain appropriate inventory levels.
Schedule meetings, inspections, appointments, and site activities; prepare materials, document action items, and follow up on outstanding items.
Explain established administrative steps for residency applications; track required documents and application status; route questions to appropriate staff without making eligibility or approval decisions.
Schedule inspections, compile documentation, assist with invoicing, track follow-up items, and maintain accurate service and communication records.
Assist staff with locating parcels and projects, researching property and infrastructure information, updating records, and basic mapping needs. Learn department-specific GIS systems and procedures through training and on-the-job experience.
Provide respectful service in person, by phone, and electronically; assist with de-escalating concerns and refer policy, technical, or safety matters to appropriate staff.
Maintain calendars, prepare correspondence and forms, distribute documents, support meetings, and perform other related duties as assigned.