POSITION SUMMARY:

The Administrative Assistant performs a variety of complex administrative duties as an assistant to the Chief Executive Officer and Chief Operating Officer in matters pertaining to the effective and efficient office administration of the organization including the coordination of communications and correspondence, supervision and maintenance of all corporate files and documents. This position also performs special projects as assigned by the CEO. This position helps the CEO coordinate activities of the Board of Directors, related Board committees and the activities of the CEO, maintains the minutes of all Board meetings, department head meetings and other meetings as assigned by the CEO and COO.

ESSENTIAL FUNCTIONS:

Under the direction of the CEO and COO, provides administrative support and assistance by:

1. Preparing letters, memoranda, reports, etc., from dictation, handwritten or other sources and assists in preparing reports and other related material.
2. Organizes, files, and maintains files and records including indexing records and information for use in a variety of mediums.
3. Screens telephone calls, correspondence and appointment requests to CEO assigned by the CEO and directs such calls to appropriate department or person and handles calls if knowledgeable on subject under discussion.
4. Responsible for establishing and maintaining official documents and records in appropriate files.
5. May do research for a project as requested.
6. Schedules and coordinates approved travel and prepares travel kit for travel as necessary.
7. Acts as assistant to the CEO and COO.
8. Receive, classify and route incoming mail of the Board and CEO.
9. Maintains a calendar of events for the CEO and Board including oversight of reminders.
10. Assists the CEO with the maintenance of the Licensure binders of the agency including a tickling system to ensure timely actions.
11. Works on special projects as assigned by the CEO.
12. Serves as supervisor to Front Lobby Receptionists and oversees schedules to ensure coverage.
13. Serves as the HR backup when needed.
14. At the time of hire, each employee will meet with their supervisor to set measurable goals and objectives that are a requirement for the position. These measurables will be monitored by the supervisor and reviewed during the introductory period. They will also be utilized in the annual performance evaluation. The measurables may change from year to year. The supervisor is responsible to notify the employee of any new measurables at the time of the performance review.

Under the direction of the CEO, provides administrative support and assistance to the Board of Directors by:

1. Maintains a calendar of meetings and ensures the Board receives notice of meetings in a timely manner.
2. Prepares travel arrangements and development requests for Board travel.
3. Ensures posting of Board meeting agendas and packets to Board members as required by policy.
4. Ensures the posting of the monthly Community Newsletter to the website for access by the community.

ADDITIONAL RESPONSIBILITIES:

1. May assist other departments with typing and other clerical functions as assigned by the CEO.
2. Perform a variety of duties as required to meet the needs of the departments on an as needed basis.
3. Attend staff trainings and meetings as required.

KNOWLEDGE, SKILLS AND ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function.

1. Working knowledge of business English, spelling and math.
2. Ability to understand and carry out oral and written instructions and to request clarification when needed.
3. Ability to maintain and establish records and files.
4. Ability to communicate clearly and concisely.
5. Human relation skills to deal effectively with patients, clients, staff, Board members, community members and visitors in person and on the telephone.
6. Ability to work independently and productively.
7. Demonstrate awareness, sensitivity and appreciation of Native American culture, traditions, customs and socioeconomic needs.
8. Ability to type accurately at a speed of at least 50 wpm, certificate required.
9. Demonstrated knowledge of computers and experience with a variety of computer programs is essential.
10. Thorough knowledge of modern office practices and procedures and the use of office machines and equipment.
11. Ability to maintain confidentiality mandatory.

EDUCATION AND EXPERIENCE:

1. At least three (3) years of experience in the performance of responsible secretarial/stenographic and clerical work.
2. High school graduate or its equivalent. Associate college degree preferred.
3. Advanced training in typing, computer usage and general office procedures required.
4. An equivalent combination of relevant training and experience may be substituted for a college degree.

Compensation & Benefits:

Hourly Rate: $33.23-$34.57, depending on experience

• Health Insurance: Employer-paid medical coverage starting the month after hire for all tiers — Self, Self + One, and Self + Family
• Dental & Vision: 100% employer-paid for employee-only coverage; additional family coverage available at a competitive rate
• 401(k) Plan: Available immediately upon hire with a 4% employer match
• Life Insurance: $20,000 employer-paid policy for full-time employees, with options to purchase additional coverage
• Paid Time Off: Vacation begins accruing on your first day — up to 80 hours annually
• 14 Paid Holidays
• Loan Repayment Assistance Available