OEH Administrative Assistant

Description

JOB TITLE:  Administrative Assistant 

SUPERVISOR:  OEH Assistant Director & Director

FLSA Non-Exempt

PAY RANGE:  $20.00 to 32.00 Per Hour

**ALL FULL TIME POSITIONS: Your salary also includes Medical, Dental and Vision Insurance. The Biweekly deduction from employee paycheck is $40.00 for Employee Only, $95.00 Employee plus Children, $120.00 Employee plus Spouse, $140.00 Employee plus family.**

JOB SUMMARY: The Administrative Assistant will greet the public upon entering our office area and will direct them to appropriate personnel for assistance; field calls using a multi-phone system and direct inquiries; coordinate with other staff to organize projects and arrange scheduling and assist with the daily operation of the department.

Administrative Assistant will assist tribal members with completing applications for services, accepting the applications, and entering the data into the tracking system in the proper project.

Administrative Assistant will also help track project costs and supplies using the CPN accounting and purchasing systems and enter information in the Indian Health System and STARS for tracking and reporting purposes. 

This position is considered full-time and requires exceptional customer service and organizational skills in a fast-paced environment. 

** NOTE ** CONFIDENTIALITY IS STRICTLEY ENFORCED

WITHIN IN THIS DEPARTMENT.

RESPONSIBILITIES:

• Exercise discretion and independent judgment when needed. 
• Direct the work of employees within the office and outside personnel when needed.      
• Assist in the management of daily office operations by coordinating activity and projects, managing the phone systems and connecting callers to the appropriate personnel.  
• Assist with maintaining IHS Tracking system and STARS reporting system and entering data into the systems for tracking and reporting, and the preparation of federal funding reports.
• Verify ownership of properties as it relates to OEH services, rules and regulations and document for correct funding sources and provide referrals to tribal members as necessary. 
• Keep up to date with knowledge of IHS procedures, guidelines, and other governmental programs (BIA, HUD).
• Communicate and coordinate with Federal, State and local governments for projects. 
• Work closely with CPN accounting to confirm payments to vendors, contractors and suppliers are correct and paid in a timely manner.

· Assist with annual budget submissions and research for various grant proposals and funding resources.

· Maintain current information on contractors and vendors, to include up to date insurance and work comp.

· Supply clerical support for other office personnel in the way of data entry, typing communication, sending and retrieving faxes, filing, organizing meetings, scheduling travel, etc.

ADDITIONAL RESPONSIBILITIES:

· Perform other duties and projects as required by management.

SKILLS AND EDUCATIONAL REQUIREMENTS:

· Accounting skills – ability to track project costs by predetermined criteria and budget forecasting.

• Computer literacy - knowledge Word, Excel and Outlook and ability to learn software programs.
• Exceptional customer service skills – ability to explain guidelines clearly in a friendly and efficient manner.
• Strong communication skills – ability to correspond in writing and verbally with a friendly tone. 

PHYSICAL REQUIREMENTS:

This job requires the ability to sit for prolonged periods of time conducting office and desk work, and will also require bending, stretching and light lifting.

Note: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.