Starting Wage Range: $24.60/hr. - $31.84/hr.Job Summary: Serves as the first point of contact for guests visiting the Natural Resources department. Greets staff and other internal and external guests in a positive, helpful, professional, and respective manner. Provides administrative and reception support for the Natural Resources Department.
Essential Functions: - Welcomes employees, visitor and community members to the Natural Resources Department.
- Operates a multi-line phone system. Screens, routes, or handles calls in a professional and courteous manner.
- Provides information and answers questions regarding specific programs or activities by telephone, email, social media, or in person.
- Prepares all supply, food, equipment, work, and maintenance orders and works with other departments to arrange completion of such orders in a timely manner
- Processes check request and purchase orders for the department as needed.
- Processes invoices and submit for payment of services rendered.
- Maintains In and Out board.
- Issues and tracks permits and responds to inquiries from Tribal Members and the Public regarding the various permits offered by Natural Resources. May prepare or assist in end of year reports related to the usage of said permits.
- Responsible for distributing payroll and AP checks to appropriate staff.
- Utilizes problem solving and conflict resolution skills as needed.
- Proofreads documents and verifies accuracy of own work and that of others.
- Answers questions about hunting and fishing licenses and tag processes.
- Assists hunting applicants with completing on-line applications, reviews for completeness and responds to applicant inquiries.
- Maintains tribal members hunting records using Laserfiche repository and licensing database. Compares CTGR Enrollment cards for current address and updates licensing database accordingly. Obtains and assists in obtaining CIB's in the absence of said license.
- Responsible for the distribution of tribal hunting tags including initial telephone calls and emails, issuing tags in-person, and following up for non-return. May prepare or assist in the end of year reports as requested and related to the usage of said tags.
- Prepares and types from rough draft, a variety of memos, and forms using the Microsoft Suite and other software.
- Inputs and interprets data, using Microsoft Access and Microsoft Excel.
- Opens, screen, sorts, copies (if necessary), date stamps, and disseminates all incoming mail, faxes, etc. appropriately. Prepares outgoing mail.
- Monitors and orders supplies
- Prepares, maintains and files Natural Resources program files as needed. Downloads completed files on Laserfiche.
- Assists with planning, scheduling and setting up for activities sponsored by the Natural Resources Department.
- Assists with scheduling, coordination, set up, tear down, and upkeep of conference rooms and other spaces.
- Assists with monitoring and documentation of field communication systems including CB Radio's.
- Assists with salmon distribution to the membership.
- Assists with scheduling appointments and meetings for department staff and maintaining department's group calendars
- Assists with the Fish & Wildlife, Timber Committee, and Ceremonial Board meetings as needed.
- Assists Senior Administrative Assistant and other Natural Resources Staff as needed.
- Assists staff with office equipment troubleshooting.
- Assists in general office filing and filing of timber files, reports, correspondence, department and Committee/Board records and reports. Responsible for retrieving archived files.
- Maintains confidentiality.
- Performs a variety of other duties as assigned by supervisor.
Education, Experience, and Licenses: - Requires a high school diploma or general education degree (GED).
- Requires a minimum of three (3) years of work experience in a progressively more responsible secretarial or administrative assistant position handling confidential materials.
- OR equivalent combination of education, training, and experience.
Driving Requirements: This position may require driving.
Qualifications, Registrations, and Certifications: - Knowledge of accurate alphabetical and numerical filing required.
- Must be able to pleasantly greet customers on the phone and in person.
- Ability to determine customer needs and refer to appropriate staff member.
- Must be able to respond to simple and moderately complex customer requests and inquiries.
- Demonstrates ability to work independently, establish priorities, meet deadlines, and complete multiple tasks on time with frequent interruptions and meet reasonable (sometimes changing) deadlines.
- Demonstrated ability in the proficient use of general and specialized office equipment and computer and software applications: Microsoft Office products, Laserfiche, copier, fax, scanner, CB Radio, and camera.
- Preferred typing skills of 30-40 WPM. Testing will be completed as part of application review process.
- Must have knowledge and understanding of basic mathematic principles involving addition, subtraction, multiplication, and division.
- Demonstrated excellent communication skills, listening, verbal and written skills and excellent interaction and interpersonal skills. Requires discretion, courtesy and tact, involving contact with employees, committee members, clients, applicants, and other visitors explaining and discussing sometimes difficult information that may be both confidential and sensitive.
- Must sign a Confidentiality Agreement and maintain the ability to work in a position that requires confidentiality.
- Requires the ability to work in a fast-paced and challenging environment with multiple, changing priorities, while delivering quality service within strict time limitations.
- Must have excellent organizational skills.
- Basic knowledge of Natural Resources.
- Knowledge of and sensitivity to Native American culture required.
Environmental Factors and Conditions/Physical Requirements: - Continually requires the ability to express or receive detailed information or important instructions through oral communication.
- Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
- Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
- Occasionally requires lifting of up to 50 pounds.
- This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
- Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan.
- Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
- May be called upon to serve as a Disaster Reservist during emergencies, or when the Tribal Emergency Operations Center is opened.
- Local travel is occasionally required. Travel outside of the state is infrequently required.
Background Check: Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.