We are looking for a diligent Administrative Assistant to join our fast-paced team at Santa Clara Pueblo Administrative in New Mexico.
Growing your career as a Full Time Administrative Assistant is a remarkable opportunity to develop essential skills.
If you are strong in creativity, problem-solving and have the right passion for the job, then apply for the position of Administrative Assistant at Santa Clara Pueblo Administrative today!
Position Summary
Under general supervision of the Tribal Administrators or designee, the Administrative Assistant is the first
voice or face that callers and office visitors encounter. The Administrative Assistant is the main Switchboard
Operator and answers and directs telephone calls in a polite and informative manner using a multi-line
telephone system and directs callers and visitors to appropriate personnel and performs administrative tasks.
The employee must know emergency procedures when they are confronted with threatening circumstances
and are trained to respond to emergency situations, such as routing calls to area law enforcement agencies
and interacting with an unwelcome visitor. In addition, the Administrative Assistant is responsible for alerting
the Tribal Law Enforcement or leadership staff about questionable calls or visitors who may pose a threat to
the organization.
This job description is illustrative only of the responsibilities performed by this position and is not an allinclusive
list of all responsibilities, duties and skills required of personnel in this classification. Duties,
responsibilities and activities may change at any time with or without notice.
Essential Duties and Responsibilities
• Act as the 'face' of our Tribal Administration and ensure visitors and employees receive a heartwarming
welcome with a dynamic professional attitude.
• Create and maintain Reference Desk Manual of duties and responsibilities;
• Serves as Switchboard Operator and answers incoming telephone calls, determines purpose of callers,
and forwards calls to appropriate personnel or department. Welcomes on-site visitors, determines
nature of business, and announces visitors to appropriate personnel;
• Takes and delivers messages or transfers call to voice mail when appropriate personnel are
unavailable.
• Dealing with inquiries or requests from staff and public;
• Maintains the sign-out board on the whereabouts of all employees;
• Daily mail run to post office, receive, log in mail, sorts, and route mail to appropriate department
promptly, maintains and route publications;
• Follows proper procedures in case of emergencies such as mechanical or electrical malfunction of
telephone switchboard console;
• Sends fax, and retrieves, logs and distributes incoming faxes;
• Serves as back-up to the Office Manager;
• Performs administrative duties in an office setting;
• Program, track, assign and issue building security key cards to employees;
• Advises staff on cost analysis and fiscal allocations;
• May assist Office Manager to collect, post and analyze all department expenditures; meets with
Accounting to review discrepancies;
• Reviews contractor pay applications for accuracy and submits the appropriate documents for payment;
• Provides reference by developing and utilizing filing and retrieval systems of administrative
correspondence, daily reports, and all documentation pertaining to Office of Tribal Administrator, Elderly
and Handicap, Maintenance/Custodial and Information Technology;
• Assist Office Manager in advising staff on cost analysis and fiscal allocations;
• Schedules meetings or training and manages calendars required for program staff as needed;
• Serves as backup liaison or may designate for the cellular phone carrier for all of the administration;
• Composes, copies and distributes information regarding program/project activities;
• Due to the sensitive nature of information and personnel files maintained within Tribal Administration,
must maintain strict confidentiality at all times;
• Contributes to a team effort; and
• Performs other duties as assigned or required.
Knowledge, Skills, and Abilities
• Skilled at good communication, both orally and in writing, interpersonal communications and customer
service skills;
• Skilled in data entry, Microsoft Office Suite, spreadsheets, office equipment and databases in a
Windows environment;
• Ability to act in an independent and conscientious manner using sound judgment.
• Ability to interact with community members, customers, vendors and employees in a positive, courteous,
professional manner
• Ability to prioritize, organize, attention to detail and work under pressure;
• Ability to maintain confidentiality;
• Ability to handle multiple tasks and meet deadlines;
• Ability to adhere to dress code;
• Ability to deal with employees and community members regarding sensitive, confidential information.
Minimum Qualifications
• High School Diploma or GED required plus one (1) year related experience; or equivalent combination
of education and experience.
• Previous clerical experience a plus.
• Possess strong computer skills (i.e. Word, Excel, and PowerPoint) and experience with varying
databases and office equipment.
• Must have excellent customer service skills;
• Punctual and regular attendance is an essential responsibility for this position and Business
Casual attire is required. Physical Requirements and Work Environment
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle,
or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is
occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift
and/or move up to 25# LBS. NOT TO EXCEED 40 pounds. If an item is above 40# pounds, lifting shall be
done by two or more Tribal staff members. Specific vision abilities required by this job include close vision,
color vision, and ability to adjust focus. Work is performed in a professional office environment with a
moderate noise level, occasionally working under stressful conditions and for extended periods of time. This
position is routinely exposed to Visual/Video Display Terminal (VDT) and extensive personal computer and
phone usage. Travel may be required. May be required to work occasional nights and/or weekends.
Benefits of working as a Administrative Assistant in New Mexico:
? Excellent benefits
? Rapid Progression
? Leading Industry Pay
