Secretary

Salt River Pima-Maricopa Indian Community • Scottsdale, AZ

8d • Onsite

About The Position

Under general supervision of the department Executive Secretary, Office Manager or Director, provides administrative support for the department that assists in achieving the overall department goals and objectives. Provides mentoring to the clerical job class staff and assists with a variety of administrative office tasks and special projects that ensure the efficiency and improvement of department practices and procedures. This job class is treated as FLSA non-exempt. The Secretary job class is distinguished from the Clerk and Senior Clerk job classes by emphasis on more complex clerical and administrative tasks. Helps the Executive Secretary and Office Manager (if applicable) mentor the Clerk and Senior Clerk positions but there are no supervision related tasks. Requires less supervision than the clerical job classes of Clerk / Senior Clerk.

Requirements

• High school diploma or GED required
• For enrolled Community members without a GED, must obtain a GED and two (2) years full-time work experience performing secretarial and administrative tasks required.
• Must be able to demonstrate typing skill at 40 net words per minute using a computer.
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.

Nice To Haves

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.

Responsibilities

• Assists the Executive Secretary and/or Office Manager in mentoring the department’s Clerks and Senior Clerks so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department’s objectives and attain further career progression goals.
• Assists with cross training Clerk & Senior Clerk staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.
• Provides direct administrative support to the Executive Secretary, Office Manager and Director.
• Protects access and dissemination of confidential department information.
• Performs more complex administrative assignments including processing PeopleSoft financial requisitions and Time & Labor.
• Processes and catalogues work orders.
• Establishes and maintains a work order filing system.
• Provides recommendations to the Executive Secretary and/or Office Manager regarding overall operation of the department including practices and procedures.
• Acts as point-of-contact for department Purchasing Card (P-Card) use with Office Manager approval for travel, food, office supplies, etc.
• Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely and professional manner.
• Demonstrates the ability to multi-task.
• Acts as a primary customer service representative for the department.
• Accepts customer feedback and complaints and organizes for routing to the proper department authority.
• Sorts and prioritizes mail for distribution that has been pre-sorted by Clerk or Senior Clerk.
• Arranges department staff travel, travel claims, accommodations and airfare as required.
• Schedules conference rooms and ensures proper and timely setup including any food coordination if required.
• Provides administrative support, including letter typing and report compilation, to departmental staff.
• Acts as primary typing task resource for department.
• Maintains petty cash distribution up to $500 which includes record-keeping.
• Takes notes at department meetings in the absence of the Executive Secretary and/or Office Manager.
• Transcribes Director’s meetings minutes.
• Schedule miscellaneous appointments for management staff as required.
• Assists the Executive Secretary and/or Office Manager with special projects as assigned by the Director or designee.
• Includes compiling statistics, data gathering and work assisting with the annual department budget process.
• Helps maintain and update resource materials.
• Performs other job related duties as assigned by the Executive Secretary, Office Manager, Director or designee.

Benefits

• Ensures all patient information is kept confidential and complies with Health Insurance Portability and Accountability Act (HIPAA) regulations and SRPMIC HHS policies and procedures.

What This Job Offers

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