Administrative Assistant

We are currently looking for a Full Time Administrative Assistant to join our Area of Cultural Center Event Operations team located at the Chickasaw Cultural Center.

Summary:
Assists with all administrative support required to efficiently and effectively provide consistent high quality services to both internal and external customers.

Responsibilities:
Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- May prepare and process travel requests, travel claims and check requests
- May compose and type trip itineraries
Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
Provides coverage/assist with the front reception desk as needed
Schedules staff meetings, conferences, and events
Manages and orders office inventory, equipment, uniforms and/or other operational supplies
Creates and submits requisitions according to departmental needs
Maintains files, logs, and records
Assists as directed in budgetary expenditures
Creates and maintains the scheduling of division vehicle maintenance
Assists with timekeeping in the time management system as needed
Maintains management's calendar of appointments and staff meetings
Routes, logs, prepares and/or distributes incoming and outgoing mail
Prepares individual and group correspondence
Completes all required departmental documentation
Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served
Prepares weekly reports
Prepares monthly reports
Prepares quarterly reports
Prepares annual reports
Provides first class customer service - courteous and helpful to all internal and external customer types
- Answers questions in a courteous and professional manner
- Partners with internal and external services as needed to ensure appropriate referral is made
- Greets and engages with a smile
- Determines needs, seeks positive experience and outcomes
Completes all training and development requirements and participates in continuing education opportunities
Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains general upkeep of work area and maintains a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
Maintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
Performs all other duties as assigned

Competencies:
Essential:
Able to follow instructions, both written and oral
Able to adhere to all scheduling and attendance requirements
Focus on a single task for pro-longed periods of time
Must be detail-oriented
Honesty, truthfulness, reliability, accountability
Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
Understand Native American culture and tribal programs
Organizes work and assigned area logically and orderly
Filing skills
Define problems, collect data and establish facts
Works well within a team
Organizational and time-management
Ability to plan, organize and follow through on assignments
Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
Use voice in authoritative manner
Writes effective communications with team, departments, guests and management
Keeps written records

Skills:
Essential:
Must be familiar with the Microsoft Office Suite of products
Printers and scanners

Experience:
Essential:
No prior experience required.

Education:
Essential:
High School, GED or Equivalent

Credentials:
Essential:
Pass general background check
Standard Driver's License

Working Conditions:
Essential:
Works in an office setting
Communications phone, computer
Communications written, verbal
Effective work relationships inside and outside organization
Pass pre-employment drug test
Sometimes bend, kneel, stoop, push, reach
Use computer up to 100% of shift
Operate normal office equipment
Able to drive assigned vehicle types
Sometimes lift and or carry up to 25 lbs
Sitting up to 100% of shift