Job Description

2 year Grant. The funds are released on a yearly basis. Grant Funded through 9/30/23

Intra-Department~ current employees in the Behavioral Health department and all SCIT Tribal members are eligible to apply.

Posting:3/15/23-3/17/23

1st Shift Monday-Friday 8am-5pm

wage: $20.69 an hour

Position Summary:

This is the second senior level secretarial position, and while it incorporates elements of other levels, it has a majority of effort associated with specialized secretarial/clerical support services or program-related activities including greeting visitors, answering phones, screening and routing calls, scheduling; drafting, monitoring and tracking of correspondence and other typed material. Perform a wide variety of typing and general clerical duties of moderate difficulty with only occasional instruction or assistance. Solve routine problems by choosing from a number of limited alternatives and work productively even in the absence of supervision. Serve as primary support staff for a director or department head. This position requires a high degree of independence, judgment and initiative in making decisions in accordance with approved procedures and precedents. All department staff must adhere to mandated reporting laws.

Supervision Exercised:

• May coordinate assigned tasks and supervise youth workers.
• May delegate assignments to administrative support employees.

Essential Duties and Responsibilities:

• Perform duties and responsibilities of the Administrative Assistant I or Receptionist, if applicable.
• Perform routine clerical duties such as filing, photocopying, faxing, scanning, archiving, and operating office equipment.
• Maintain departmental records, including specialized documents, budget, department expenditures and purchases.
• Maintain and monitor office supply inventory and order new supplies as needed.
• Coordinate secretarial/clerical duties associated with a program/project or process.
• Conduct projects or assignments as directed; collect, compile and write updates and/or reports on findings.
• Develop, prepare, and/or compose responses, memos and correspondence related to specialized clerical functions of the department.
• Make recommendations related to assigned duties, office procedures, or processes.

• Provide assistance and/or coverage for other department administrative support employees, as appropriate.
• Department specific duties and responsibilities will be discussed and assigned by the immediate supervisor.
• Provide excellent customer service for all internal and external customers of the operations at all times. Provide solutions for customer concerns and continually focus on customer service as our top priority.
• Must maintain strict confidentiality and present a positive, professional demeanor and image at all times.
• The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.
• Adhere to employee confidentiality and comply with department policies and federal regulations under the Privacy rules of the Health Insurance Portability and Accountability Act (HIPAA).

Contacts/Purpose of Contacts:

• Empowered to interact with associates within the organization, with Tribal Council members, tribal members, and with the general public to accomplish the objectives of the organization.
• Contact with governmental and regulatory agencies and senior executives in the organization

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices, procedures, equipment, and computerized information systems.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, and PowerPoint.
• Ability to represent organization in a professional manner, building respect and confidence in the community.
• Ability to establish and maintain work relationships while representing the organization in a professional manner..
• Ability to communicate and carry out instructions both verbally and in writing.
• Ability to gather data, compile information, and prepare reports.
• Ability to create, compose, and edit written materials.
• Ability to maintain calendars and schedule appointments.
• Ability to handle multiple tasks and meet deadlines.

Physical Demands:

• Frequent use of hands, wrists, fingers associated with computer equipment.
• Required to sit for extended periods of time.
• Occasionally walk and stand and reach with arms and hands.
• Normal visual acuity, ability to talk and hear.
• Occasionally lift and/or move up to 20 pounds.

Work Environment:

• Normal office environment.
• Extended hours and irregular shifts may be required.
• Travel may be required.

Job Requirements

• High School Diploma or GED.
• Two years administrative support experience.
• Must be able to complete and pass a typing test at 30 wpm, with 70% accuracy.
• Must be able to perform the essential functions of the position.
• Must be able to obtain and maintain a gaming license or pass background check to meet the employment eligibility requirements as they pertain to the position.

Desired Qualifications:

• Associates Degree in Administrative Assistant Professional, Office Professions-Administrative Assistant, Business or related field.
• Proficient in Microsoft Office Suite.
• Experience with federal grant reporting, tracking, and evaluation.

License, Certification, or Special Requirements:

• Native American preference shall apply to all positions.
• Obtain HIPAA within five (5) business days and
• Must have a valid Michigan Driver's License and must be able to obtain and maintain a Tribal Driver's License and qualify for coverage by SCIT auto liability insurance carrier.