Job description

Position Summary:

Serves as the RSICHD Administrative Assistant I, who is responsible for clerical functions of the RSIC Housing Department Office including verbal and written communications, record management, report generation, receptionist duties, generate purchase orders, billing reconciliations and administrative functions and other related duties.

Duties:

· Responsible for providing basic and advanced clerical services. These include, but are not limited to, the preparation of accurate and concise reports, letters, memoranda, and related information, and compose general correspondence. Screen calls, visitors, and mail; sort, post, and distribute mail.

· Answer all incoming telephone calls for the RSICHD staff, greets the general public and answers questions according to RSICHD policy or refers to appropriate RSICHD staff.

· Prepare and maintain a variety of filing systems for department and to maintain records in accordance with tribal records management system and granting agency requirements. Track storage date for files and prepares files for archiving

· Assist in maintaining organizational meeting schedules, calendars for department staff, grant application and reporting dates.

· Assists in preparing and sending RSICHD mailings. Maintain daily mail log.

· Must present positive interaction with the public in a professional and courteous manner via telephone, personal contact, and professional appearance.

· Coordinates schedule with RSICHD staff and other tribal departments, entities and projects for staff time and utilization needs.

· Provides administrative support to RSICHD staff.

· Attend staff meetings and other meetings as directed by supervisor. Type up agenda, record and prepare accurate minutes.

· Prepares RSICHD Advisory Board Meeting packets and distributes in a timely manner prior to the meetings. Arranges for refreshments for Board Meetings. Organizes the meeting space prior to the Board Meeting. Submit board meeting timesheets for payment.

· Orders, receives and inventories office supplies. Keep supplies organized in the designated departmental area. Responsible for maintenance of office machines and equipment.

· Assists with the coordination of travel arrangements for departmental staff.

· Manage Senior Emergency Assistance Fund (SEAF). Receive applications and be the primary contact for the SEAF. Contact applicants for necessary documents or clarification of work to be completed or items to be purchased. Submit complete applications for approval. Track expenditures for each applicant. Monitor the funds the applicant has remaining to utilize.

· Assist with tracking, processing and submittal of homeownership conveyances.

· Generate Purchase Orders and process receiving of Purchase Orders.

· Track and process general monthly invoices.

· Research, compile and analyze data for special projects and various reports.

· Create spreadsheets to collect data or track expenses. Manage input of data or expenses in spreadsheets in order to generate reports.

· Be a positive active team member.

· Perform other duties as assigned.

Minimum Qualifications:

· High School graduate or equivalent education (GED). Prefer an Associate of Arts (A.A.) degree with a focus in business, accounting, Administration or related fields. Must be familiar with business office concepts and basic accounting techniques.

· One or more years of demonstrated successful experience in a similar position with similar duties.

· Ability to follow directions and absorb quantities of information and materials necessary for the efficient performance of the assigned tasks and duties.

· Must have a valid driver’s license and qualify under the tribe’s insurance policy.

· Computer proficient, able to operate and troubleshoot minor Windows 10 or MS Office software program problems among others. Experience with utilizing Excel, Outlook and Power Point in previous employment. Ability and willingness to learn and utilize department-organization specific software.

· Demonstrated ability to effectively communicate through written and verbal communication.

· Working knowledge of office equipment (use and troubleshoot)

· Be able to work in a diverse cultural setting due to the sensitive nature of the position

· Demonstrated ability to execute strict confidentiality.

· Experience in a government or grant-funded environment is a plus.

· Previous accounting or bookkeeping is a plus.

· Indian Preference applies

PLEASE NOTE: Hiring preference will be given to qualified tribal members of Reno-Sparks Indian Colony followed by members of other federally recognized tribes. Must pass and comply with the HR Policy 164.905- PL101.630. The Reno-Sparks Indian Colony requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check, and confirmation of professional references and certifications.

Job Type: Full-time

Pay: Up to $23.28 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

COVID-19 considerations:
Must have or be willing to obtain the Covid Vaccine

Experience:

• Administrative Assistants & Receptionists: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: One location

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