Administrative Assistant

THE POSITION:

Under general supervision for a Department Director, performs a wide range of routine clerical and administrative work in a functional work in a department or a unit; receives and processes information by phone or in person; performs related work as required.

Incumbent must possess basic to intermediate clerical and administrative skills. This position is characterized by responsibility for performing administrative and clerical tasks and applying general knowledge of departmental, work unit, and program procedures, services, and methods. Incumbent works within the framework of established procedures, is expected to perform clerical tasks with general instructions and assistance; will have routine contact with internal and external customers and partners to answer procedural questions or give out factual information.

Incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council.

The current vacancies are for regular, full-time positions in the Clinic (reporting to the Director) and the Administration Office (reporting to the Tribal Administrator).

ESSENTIAL DUTIES and RESPONSIBILITIES:

Depending on assignment, duties may include, but are not limited to the following:

• Manage and organize office files, records, and documents—electronically or hard-copy files. Maintain accurate and up-to-date databases and filing systems;
• Input and update information in spreadsheets and software programs;
• Answer and direct phone calls, emails, and other communications;
• Edit/proofread and write reports, business correspondence, and procedures and policies;
• Handle confidential and sensitive information with discretion and maintain high confidentiality standards at all times. Is required to sign a confidentiality statement upon acceptance of employment;
• May conduct research, compile data, and prepare papers for consideration and presentations;
• Make travel arrangements and accommodation for the assigned department and/or unit ;
• Organize and maintain supplies inventory and materials, and place orders as needed;
• Coordinate and schedule meeting spaces and catering orders as needed;
• Create and track purchase orders for assigned department and/or unit;
• Assist in monitoring and creating assigned department and/or unit budget. Assist in tracking expenses, invoices, purchase orders, and financial records;
• Complete special projects for assigned department and/or unit;
• Compile, transcribe, and distribute minutes of meetings;
• Support staff in assigned project-based work, including but not limited to organizing Tribal events, meetings, workshops, team activities, training sessions, and special projects;
• Ability to answer multi-line phone system and greet visitors entering the building;
• Distribute and collect applications and information as needed;
• Draft and update content on websites, internal and external communications, and social media platforms;
• May perform other duties commensurate with the functions and level of the position.

ADDITIONAL DESIRED QUALIFICATIONS:

• Strong organizational and time management skills;
• Able to work in a fast-paced environment & able to multi-task;
• Flexibility and ability to assist others when needed;
• Must enjoy working with diverse groups of people;
• Excellent written and verbal communication skills;
• Must have good interpersonal skills with a large range of personality types;
• Must be extensively computer literate and have a broad-based knowledge of computer programs and software;
• Strong attention to detail and note-taking skills;
• Bilingual in Spanish, a plus.

MINIMUM QUALIFICATIONS:

• Education: High school graduate or general education degree (G.E.D) preferred
• Experience: Six (6) months to one (1) year of experience and/or training in a clerical, administrative, or office environment.
• Supplemental Information and Licensing:

• Must be twenty-one (21) years of age at the time of appointment.
• Must possess a valid California driver’s license at the time of appointment; this position will require driving.
• Independent travel may be required to attend events, meetings, and conferences.

SUPERVISORIAL DUTIES: None

ADDITIONAL KNOWLEDGE, SKILLS, and ABILITIES:

• Proficiency in Microsoft Office products;
• Experience with overseeing company social media pages is highly desired;
• Must have the ability to analyze and interpret technical procedures or governmental regulations;
• Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public;
• Dedicated hard worker with the ability to report to work on a daily basis;
• Fosters and maintains positive staff/management relations.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Requires frequent sitting, standing, walking, talking, and hearing in a standard office setting; Specific vision abilities required by this job include close vision to read printed materials and a computer screen, with the ability to adjust focus;
• May occasionally lift and/or move up to 25-50 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work is performed in an office setting which is well-lit, ventilated, and temperature-controlled. The noise level is usually low to moderate.
• The incumbent routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines.
• The regular work schedule for this position is Monday through Friday during standard business hours. However, this role requires flexibility to meet operational needs, which may include working evenings, weekends, or extended hours to support staffing for events, conferences, and meetings.