What are the responsibilities and job description for the Administrative Assistant position at Native American Development Corporation?
Job Summary:
Administrative Assistant supports the different branches and departments at NADC. This role will create positive first impressions to our guests, clients, and employees. You will work collaboratively with other administrative support personnel to provide necessary infrastructure support throughout the company. The Admin Asst. serves as a link between management, employees, clients, and guest you will need to maintain the highest level of integrity.
Essential Duties and Responsibilities and Expectations:
- Greet and welcome guests as soon as they arrive.
- Directing visitors to the appropriate person and office.
- Responding to all customer inquiries in a polite and timely manner
- Assist with scheduling meetings as directed by COO; prepare agendas, prepare invites, record and distribute minutes or other records.
- Assist in activity, event and training logistics and coordination.
- Maintains office supplies inventory for NADC Headquarters by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
- Order material supplies for assisting with other departments as needed.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Draft new company forms for policies, procedures, etc. per organizational needs.
- Assist team in preparing regular reports and presentations.
- Organize, store and print project documents as directed.
- Assist with travel arrangements.
- Primary contact for answering phones.
- Answering phone calls and direct to appropriate staff members, greet visitors, ascertains nature of business, and directs visitors to appropriate person.
- Check all phone messages and return calls as needed in a timely manner
- Assist staff with submitting IT requests and work orders as needed.
- Handles all incoming correspondences daily; open, sort, log, arrange for delivery and distribute faxes, mail and emails.
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
- Troubleshoot problems with scanners/printers and contact appropriate people.
- Maintaining internal building appearance.
- All other duties as assigned.
Minimum Qualifications (Experience/Education):
- High School Diploma or equivalent.
- Two year of experience in administrative support role.
- One to two years of experience in customer service.
Competencies or Knowledge, Skills and Abilities (KSA’s):
- Problem-solving attitude with an eye for detail
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Familiarity with office equipment, Microsoft Office applications, social media and IT and office equipment.
- Ability to be resources full and proactive when issues arise
- Customer service attitude
- Strong written and oral communication
- Ability to work in a team environment, picking up tasks as needed and without direct supervision
- Knowledge of 12 federally recognized tribes in Montana and local Native American population through work experience, academic background, and/or training is preferred.
Physical Demands & Working Conditions:
- Frequently sitting, with continuous full use of hands in repetitive hand motion, such as typing.
- Clear vison, as well as speak and hear with normal conversations.
- Requires high attention to detail with frequent deadlines and internal and external social interaction.
- Regular lifting, moving and carrying items 5-30 pounds. Occasionally lifting items up to 75 pounds.
- Work is primarily in an office environment. *Remote work is not available for this position
- Work hours are generally Monday through Friday, 9AM-5PM.
NADC-BUIHWC is an Equal Opportunity Employer. NADC-BUIHWC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
Salary : $16 - $17