Position Summary:

Under direct supervision the Administrative Assistant I is responsible for performing a variety of office support functions and clerical tasks for the Social Services Department. Maintains confidentiality of all privileged information.

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Essential Duties & Responsibilities:

· Provides the required information to social services clientele and schedules appointments for the Social Services Department. 

· Implements the Indian General Assistance Program, and the Burial Assistance Program, and provides specialized assistance to the social workers and Indian Child Welfare Counselor.

· Accepts Indian General Assistance, Burial Assistance and applications for processing. 

· Provides assisted living case management for elders who qualify for help. 

· Inputs information into the BIA/SSAS Computer System as needed for all Social Services programs. 

· Maintains accurate records and files for Indian General Assistance, and Burial Assistance programs. 

· Maintains records of services and activities rendered.

· Accepts Social Services applications and interviews prospective Social Services department clients. 

· Works with clients to obtain personal and confidential hardship information relating to Federal, State, and/or County assistance. 

· Coordinates departmental information relating to payroll, time sheets, travel arrangements, per diem, and other correspondence, budgets and required departmental forms.

· Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

· Screens incoming calls and correspondence; exercises judgment and responds accordingly.

· Records and delivers messages or transfers calls to voice mail when appropriate.

· Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. 

· Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.

· Maintains financial records; processes accounts payable, purchasing and travel documents.

· Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.

· Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

· Prepares and issues receipts for payments.

· Establishes and maintains an effective filing and retrieval system.

· Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

· Photocopies, collates, distributes, and files documents.

· Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

· Maintains inventory of office supplies.

· Receives, sorts, logs, and routes mail.

· Attends meetings and takes minutes as requested.

· Performs other duties as required.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. 

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state      of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy 
• Preference      will be given to qualified Native Americans

Minimum Qualifications:

· High School Diploma or GED and two years administrative or secretarial experience; or equivalent combination of education and experience.

Knowledge, Abilities, Skills, and Certifications:

· Knowledge of modern office practices, procedures, and equipment.

· Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

· Knowledge of records management and basic accounting procedures.

· Knowledge of American Indian values, traditions, history, and lifestyles. Must know the mandates of Public Law 93-638, the Indian Child Welfare Act of 1978, and Public Law 101-630 (Indian Child Protection and Family Violence Act).

· Ability to communicate effectively in the English language both verbally and in writing.

· Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

· Ability to represent the AIGC in a professional manner, building respect and confidence.

· Ability to maintain confidentiality.

· Ability to handle multiple tasks and meet deadlines.

· Ability to carry out instructions furnished in verbal or written format.

· Ability to work independently with minimal supervision.

· Ability to demonstrate excellence in everything and continually seek improvement in results.

· Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).