Tribal Fire Administrative Assistant

POSITION SUMMARY

Under the supervision of the Fire Department Director, the Tribal Fire Administrative Assistant performs a variety of ancillary duties for the Shingle Springs Tribal Fire Department. Essential functions may vary depending on assignment and may include office work, errands, and other related duties. Confidentiality is an absolute must for this position must be followed to the highest standard.

The Tribal Fire Department is strongly committed to providing community service. We work closely with the Elder’s in our community and outside our community. We partner with El Dorado County Sheriff and other community partners such as El Dorado DOT, City of Placerville, El Dorado County Probation Department, and all the Fire Safe Councils to aid with wildland fuel reduction and protection of El Dorado County. We are community driven both on and off the job.

ESSENTIAL FUNCTIONS

• Responsible for ensuring accurate and timely reporting of timesheets and hazard pay, including daily time reporting, processing and approval of time-off requests, and submission of hazard pay documentation for Director approval each pay period. Coordinates with Human Resources and Finance as needed to ensure compliance and accuracy.
• Track, monitor, and analyze departmental budgets, including forecasting and future financial planning to support operational and strategic goals.
• Accepts and processes calls for service or complaints in person or over the telephone.
• Works independently with minimal daily supervision and exercises sound judgment in carrying out assigned responsibilities.
• Completes department-related reports and forms.
• Maintains and files various records and reports.
• Maintains, organizes, and inventories PPE and department supplies, ensuring storage areas remain orderly and necessary PPE and materials are purchased and adequately stocked.
• Serves as a point of contact for the tribal community, public, and outside agencies to obtain, provide, and coordinate information and assistance.
• Proficient in Microsoft word and excel.
• Operates computers and other office equipment.
• Develops a working knowledge of the geographical layout of the Rancheria and its streets, roads, important buildings, and other landmarks.
• Maintains high standards of accuracy when exercising duties and responsibilities.
• Initiates action to correct any quality deficiencies.
• Maintains a high quality of communication and interacts with all Tribal departments and divisions, co-workers, and the Tribal Community.
• Assumes responsibility and completes assigned work on or before deadlines in accordance with directives, standards and prescribed procedures.
• Performs all other duties as required and anticipated.

MINIMUM QUALIFICATIONS

• Must be at least 18 years of age.
• Must possess a high school diploma or GED.
• Must have previous administrative experience.
• Must be professional, polite, and respectful towards all community members and guests.
• Must possess excellent interpersonal skills with demonstrated patience, tact, and respect.
• Good written and verbal communications skills, including composing/editing.
• Good listening skills are necessary.
• Must have the ability to gain and understand a general knowledge of Tribal laws and ordinances.
• Exercises sound judgment in emergency situations and can deal tactfully and courteously with the public.
• Must be able to lift up to 45lbs.
• Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures.

NATIVE PREFERENCE

Preference in hiring is given to either the most qualified applicant or a Native American candidate who meets the minimum qualifications. When two (2) or more Native American candidates have comparable qualifications, the following order of preference shall apply: (1) Members of Shingle Springs Band of Miwok Indians; (2) Spouses or domestic partners (certified through Tribal Court) of members of Shingle Springs Band of Miwok Indians; (3) Parents of children of the Shingle Springs Band of Miwok Indians; (4) All other documented Native Americans; (5) All other applicants in accordance with Title 25, U.S. Code, Section 472 and 473. Applicants claiming Native preference must submit verification of Indian eligibility.