Administrative Assistant (Front Office)

Administrative Assistant (Front Office)

WILTON RANCHERIA

Elk Grove, CA Job Details Full-time 1 day ago Qualifications Meeting minutes Record keeping Microsoft Excel Maintaining an organized workspace Microsoft Outlook Guest relations Phone communication Catering Greeting customers Microsoft Publisher Customer inquiry handling High school diploma or GED Driver's License Driving Calendar management Conflict management Order placement Transportation planning Typing Clerical experience Phone call management Clean workspace maintenance Document management Grammar Experience 2 years Communication skills Entry level Time management Full Job Description

POSITION SUMMARY

Under the direction of the Tribal Office Manager, the Administrative Assistant is responsible for performing a wide range of general and complex office tasks in support of the Tribal Office.

ESSENTIAL DUTIES & RESPONSIBILITIES

Ensure coverage of front office, answer telephone, screen, and direct calls, taking telephone messages and distributing them accordingly. Responsible for greeting guests to ensure they receive outstanding service by creating a friendly environment and offering refreshments. Responsible for the front office area directing and coordinating all guests and employees entering the Tribal Office. Must maintain a high degree of confidentiality with regards to sensitive materials and conversations. Prepare, receive, and sort incoming mail and deliveries by following the mail process. Provide general administrative support to departments as instructed by Office Manager (e.g., photocopy, scanning and other document management services). Maximizes office productivity through proficient use of electronic office equipment and appropriate software applications (e.g., Microsoft Word, Excel, Publisher, Outlook). Order office supplies while ensuring adequate supply is available, including tracking status and orders. Create and maintain transportation requests, scheduling, and maintenance calendar. Maintain room reservation requests and calendar. Coordinate and prepare conference room for weekly Tribal Council meeting, staff meetings, etc. and if needed, organize catering needs and records meeting minutes. Monitor and maintain daily, all office equipment to ensure they are well-stocked with supplies and in working order (e.g., xerox, copy and fax machines). Ensure the front office, conference room, breakroom, and copy room remain neat, clean, and organized. Updates and maintains the bulletin board to keep Tribal Members informed of resources available. Professionally communicates with staff, tribal members, vendors, and other stakeholders. Works independently and within a team on special nonrecurring and ongoing projects such as special mailings and other projects as needed. Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of Tribal communities, specifically the Wilton Rancheria Tribal community, or be willing to become knowledgeable. Demonstrated experience in exercising sound professional judgment. Possess excellent analytical, typing/word processing, communication, grammatical and composition skills. Ability to follow written and oral instructions. Ability to exercise discretion in handling confidential information and sound judgment. Ability to maintain accurate records. Comfort in learning and working with electronic office equipment and software applications. Strong customer service skills. Must work well in a team environment, be a quick learner, and have solid time management skills. Must demonstrate strong and effective problem-solving and organizational skills. Must be able to respond effectively to sensitive inquiries. Must have adequate conflict resolution skills/training. Strong gatekeeping skills are crucial for this role. Ability to maintain reliable attendance and consistent punctuality.

QUALIFICATIONS

High school diploma or GED (required). 2+ years of relevant experience (required). Possession of a valid driver's license, transportation, and insurance (required). Must be proficient in a variety of computer software applications including Microsoft Office Suite to include Word, Excel, Outlook, and PowerPoint (required). Must be personable and polite with the ability to use discretion, initiative, and good judgment in the performance of duties. Must be able to work evening hours and weekends on occasion (required). Must pass a pre-employment drug screen and random drug tests as requested over course of employment.

HIRING PREFERENCE

The Tribe shall give preference in employment opportunities first to Wilton Rancheria tribal members, then to spouses of tribal members and/or to other Native Americans.