• Administrative Assistant

    Job Locations US-NM-Jemez Pueblo
    Posted Date 7 days ago(7 days ago)
    Job ID
    2018-1283
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    Location: Wellness Center

     

    Provides varied secretarial and office administrative assistance to to a division manager or department head and related supervisory and professional staff.

    Responsibilities

    • Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; takes messages or refers the caller to the proper person.
    • Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
    • Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
    • Composes drafts and a wide variety of finished documents from notes, brief instructions, or prior materials; inputs and retrieves data or prepares reports using an on-line or personal computer system.
    • Attends to a variety of office administrative details, such as travel, meeting and conference arrangements, equipment purchase and repair and personnel document preparation.
    • May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate language usage.
    • Organizes and maintains various office files, including personnel and tickler files; purges files as required.
    • Follows up on projects, transmits information, and keeps informed of division activities.
    • Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
    • Contributes to the overall quality of the unit’s service provision by developing and coordinating work teams and by reviewing, recommending and implementing improved policies and procedures.
    • Represents the Pueblo with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

    Qualifications

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

     

    Education and Experience:  High school diploma or General Equivalency Diploma (GED); AND four (4) years of office support and administrative experience.

     

    Knowledge of:  

    • Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
    • Operation of common office equipment, including computer equipment.
    • Policies and procedures related to the unit to which assigned.
    • Correct English usage, including spelling, grammar, punctuation, and vocabulary.
    • Business arithmetic, including percentages and decimals.
    • Record keeping principles and practices.
    • Customer service and public relations methods and practices.
    • Computer applications related to assigned duties and activities.
    • Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone.

     

    Skill in:

    • Providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
    • Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
    • Using tact, discretion, initiative and independent judgment with established guidelines.
    • Composing correspondence independently or from brief instructions.
    • Organizing and maintaining accurate records and files.
    • Making arithmetic calculations with speed and accuracy.
    • Operating standard office equipment, including computer equipment.
    • Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
    • Providing customer services in the most cost effective and efficient manner.
    • Using software applications related to assigned functions.
    • Communicate effectively in oral and written forms.

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