Re-Entry Sr. Administrative Assistant

The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.


OPEN: JUNE 4, 2025 CLOSED: WHEN FILLED
JOB TITLE: SR. ADMINISTRATIVE ASSISTANT DEPARTMENT: RE-ENTRY
REPORTS TO: DIRECTOR HOURS: 40 HRS/WK – FULL TIME
SALARY: BASED ON SALARY MATRIX+BENEFITS REQUISITION: 754

*Salaries are market competitive. For accurate salary information, call (253)573-7863 or email jobs@puyalluptribe-nsn.gov. The Puyallup Tribe of Indians provides a generous benefits package that includes employer paid medical, dental, vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.
Position Summary:

This is a senior level position within a large department that acts as the primary point of contact for visitors, clients, staff and other Tribal departments. The position is responsible for ensuring that the operations within the Department run smoothly. The position assists the department by providing day-to-day administrative, clerical and support functions to the Director and Assistant Director by performing a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties. Assists Department with intake of clients.
Essential Duties and Responsibilities
1. Manages and provides oversight of the office functions and scheduling of the Director and staff. With approval of the Director, develops processes or procedures necessary to maintain the efficient and effective operation of the department.
2. Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community.
3. Provides accurate information and direction to membership and clients regarding requested and available services.
4. Schedules and performs intakes with incoming clients. Refers to Program Director for assignment to Navigator.
5. Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date daily.
6. Arranges and maintains Director’s calendar. Coordinates scheduling of meetings for departmental staff and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings. Takes and publishes meeting notes, including action items. Tracks action items for the Director and reports status as requested.
7. Drafts properly worded written correspondence, memos, reports and forms for Director’s signature and distributes/mails as needed. Proofreads documents written by the Director when requested.
8. Creates forms for better client service delivery.
9. Serves as the Department’s primary contact for creation and completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
10. Assists Director in various capacities such as maintaining departmental personnel files; review of background checks with Director or appropriate personnel; attends meetings with Director when requested or attends Directors meetings when Director is not available. Supports the Director in financial management by assisting with maintaining monthly budgets, including budget modifications, and annual budget formation.
11. Is the Department’s primary contact for completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
12. Is responsible for care and payment of departmental GSA vehicles.
13. Processes payments for bills to service providers, vendors, etc.
14. Processes timesheets and tracks time for departmental employees.
15. Maintains caseload information and updates for all departmental staff.
16. Maintains personnel files for Director.
17. Processes payments for bills in Microix to service providers, vendors, etc.
18. Processes timesheets and tracks time for departmental employees.
19. Assists Navigators in creating and maintaining case files.
20. Backups Navigators with transportation of clients.
21. Assists staff with locating housing resources and remains up-to-date on housing resources in the area.
22. Responsible for ordering and organization of office supplies and inventory. Processes purchase orders, signs for deliveries and delivers supplies to staff as needed.
23. Assists Director in maintaining monthly b