Administrative Assistant

Posting ID : A1068490192
Date Posted : 2015-08-19
Category : Admin Office

Status: Non-Exempt
Department: Facilities and Maintenance
Reports To: Director of Facilities & Maintenance


General Position Description
The United Auburn Indian Community (UAIC), Located in Auburn, California, has an immediate need for an Administrative Assistant. Under direct supervision of Director of Facilities & Maintenance, incumbent performs all aspects of secretarial, clerical, administrative, accounting and coordination of facilities management duties. Incumbent makes daily interaction with employees, the public, regulatory agencies, contractors, consultants and Tribal members. Incumbent will be required to exercise independent judgment and initiative in resolution of issues and execution of routine, daily duties.

Duties & Responsibilities
Assist F/M department in a diverse range of administrative, operational, educational, secretarial and business services

Research and compile data for administrative reports, presentations, educational classes, or for clients.

May take minutes at meetings while exercising judgment and discretion in composition and editorial review prior to distribution of same.

From rough draft form, prepare correspondence, memoranda, agendas, reports and other materials, including information that may be confidential or technical in nature.

Receive and resolve calls for trouble shooting, maintenance requests, and emergencies as they relate to facilities or projects

Set up and maintain confidential and legal files, correspondence with public agencies, and records of regulatory oversight compliance

Edit reports and other data for accuracy

Gather information from city, county and state on code compliance issues

Audit and maintain departmental budgets, grant budgets and charts of accounts

Prepare reports for Finance committee meetings
Operate general office equipment

Understand and use various software programs as they relate to budgets, work management systems, project management and grants

May direct, schedule or otherwise oversee the work of other staff, contractors or consultants by direction or in absence of Facilities Director

May work with Tribal members on grant projects, bid procurement, project execution, or warranty follow up

Assist in management of vehicle fleet records and fleet safety and maintenance

Other duties as assigned

KASOC's-Knowledge, Abilities, Skills, & Other Competencies
Knowledge of contemporary administrative and secretarial practices

Ability to interpret and follow written and verbal instructions

Ability to communicate effectively with staff, clients and vendors

Plan, schedule, direct and oversee all office activities

Coordinate and schedule staff development and training opportunities

Maintain tact, diplomacy, and confidentiality in all communications and interactions

Work effectively within a diverse and multi-cultural community, staff and constituency

Ability to work independently and make decisions based upon your interpretation of policies and procedures and understanding of organizational history

Must have good understanding of principles of accounting

Must understand construction terminology, maintenance terminology and practices, and fundamentals of project management.

Ability to file, record and organize data on multiple projects including plans, permits, bids, submittals, payment spreadsheets, O&M manuals, warranties, punch lists and project closeout documents

Ability to manage major and minor crises creatively and effectively

Must be available to respond to emergencies, when necessary, after hours, on holidays or weekends

Utilize existing or emerging technology to improve departmental productivity

Must be proficient with fundamentals of accounting, spreadsheets, business correspondence composition

Minimum Qualifications

Educational:
Some college required

Experience:
3+ years of administrative experience in a fast-paced environment

Excellent understanding of Microsoft Office applications, including Word, Excel, Publisher, and Outlook

Exceptional written and verbal communication skills necessary

Preferred or Desirable Qualifications
AA degree preferred

Special Requirements:
Must adhere to STRICT CONFIDENTIALITY in reference to all UAIC information in trust and confidence and shall not disclose any confidential information to any third party without the written consent of the Tribal Administrator.

Please email all resumes to resume@auburnrancheria.com or fax resumes to: (530) 878-5445.
Must type Administrative Assistant in subject line to be considered.


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