Under direct supervision of the Program Coordinator, enhances department’s effectiveness by performing a variety of administrative duties and tasks; transports clients to and from meetings and appointments.
ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES
1. Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
2. Screens incoming calls and correspondence; exercises judgment and responds accordingly.
3. Records and delivers messages or transfers calls to voice mail when appropriate.
4. Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
5. Arranges travel, prepares and submits travel-related documents, and maintains travel information for Health & Human Services-Behavioral Health staff as necessary.
6. Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction for Health & Human Services-Behavioral Health staff as requested.
7. Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
8. Establishes and maintains an effective filing and retrieval system.
9. Receives, sorts, logs, and routes mail.
10. Maintains phone system, fax machines, and other office equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
11. Photocopies, collates, distributes, and file documents.
12. Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
13. Orders, receives, and maintains office supplies as needed.
14. Attends meetings and takes minutes as requested.
15. Performs errands for the program as needed.
16. Coordinates meals and refreshments when required.
17. Contributes to a team effort and accomplishes related results ad required.
18. Performs other duties as required.
• One year administrative or secretarial experience.
• High School Diploma or GED required. Page 2 of 3
Mandatory Knowledge, Skills, Abilities and Other Qualifications:
• A record of satisfactory performance in all prior employment as evidenced by positive employment references from previous employers
• Ability to perform other duties as assigned • Ability to type 35 wpm and demonstrate proficiency in grammar, spelling, math, and filing.
• Knowledge of traditional form of government and pueblo customs and traditions.
• Knowledge of the functions and structure of the Pueblo of Acoma.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management. • Ability to communicate effectively in the English language, preferable in the Keres 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 maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to carry out instructions furnished in verbal or written format.
• 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).
• Fluency in the Keres language preferred
The Pueblo of Acoma has implemented an Indian Preference Policy. It is the policy of the Pueblo of Acoma to give preference to any qualified person who is an enrolled member of a federally recognized Tribe. The application of Indian Preference is not automatic. Applicants requesting consideration for Indian Preference must provide valid Tribal enrollment documents certifying his/her Indian blood quantum. Aside from employment preference as provided in this section, the Pueblo of Acoma shall not discriminate because of race, creed, age, sex, color, national origin, religion, sexual orientation, marital status, medical disability or political affiliation.
All employees must uphold all principles of confidentiality to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination. An employee will be asked to sign a confidentiality statement upon hire.
This position may be subject to a criminal history background check, a suitability background check and/or a Fair Credit Reporting Act (FCRA) check. In addition, some positions are subject to a 101-630 background check in an effort to ensure compliance with Public Law 101-630 “Indian Child Protection and Family Page 3 of 3
Violence Prevention Act.” Candidates must be able to successfully pass all required background checks to qualify for this position. None All applicants must possess a current valid Driver’s License and must be insurable through Tribal Automotive Insurance Carrier to qualify for the position.
All applicants must successfully pass a pre-employment drug screening prior to beginning employment and may be subject to random drug testing.