Re-Entry Sr. Administrative Assistant

The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.

OPEN: JUNE 4, 2025

CLOSED: WHEN FILLED

JOB TITLE: SR. ADMINISTRATIVE ASSISTANT

DEPARTMENT: RE-ENTRY

REPORTS TO: DIRECTOR

HOURS: 40 HRS/WK - FULL TIME

SALARY: BASED ON SALARY MATRIX+BENEFITS

REQUISITION: 754

Salaries are market competitive. For accurate salary information, call or email . The Puyallup Tribe of Indians provides a generous benefits package that includes employer paid medical, dental, vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.

Position Summary:

This is a senior level position within a large department that acts as the primary point of contact for visitors, clients, staff and other Tribal departments. The position is responsible for ensuring that the operations within the Department run smoothly. The position assists the department by providing day-to-day administrative, clerical and support functions to the Director and Assistant Director by performing a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties. Assists Department with intake of clients.

Essential Duties and Responsibilities

•  Manages and provides oversight of the office functions and scheduling of the Director and staff. With approval of the Director, develops processes or procedures necessary to maintain the efficient and effective operation of the department.
•  Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community.
•  Provides accurate information and direction to membership and clients regarding requested and available services.
•  Schedules and performs intakes with incoming clients. Refers to Program Director for assignment to Navigator.
•  Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date daily.
•  Arranges and maintains Director's calendar. Coordinates scheduling of meetings for departmental staff and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings. Takes and publishes meeting notes, including action items. Tracks action items for the Director and reports status as requested.
•  Drafts properly worded written correspondence, memos, reports and forms for Director's signature and distributes/mails as needed. Proofreads documents written by the Director when requested.
•  Creates forms for better client service delivery.
•  Serves as the Department's primary contact for creation and completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
•  Assists Director in various capacities such as maintaining departmental personnel files; review of background checks with Director or appropriate personnel; attends meetings with Director when requested or attends Directors meetings when Director is not available. Supports the Director in financial management by assisting with maintaining monthly budgets, including budget modifications, and annual budget formation.
•  Is the Department's primary contact for completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
•  Is responsible for care and payment of departmental GSA vehicles.
•  Processes payments for bills to service providers, vendors, etc.
•  Processes timesheets and tracks time for departmental employees.
•  Maintains caseload information and updates for all departmental staff.
•  Maintains personnel files for Director.
•  Processes payments for bills in Microix to service providers, vendors, etc.
•  Processes timesheets and tracks time for departmental employees.
•  Assists Navigators in creating and maintaining case files.
•  Backups Navigators with transportation of clients.
•  Assists staff with locating housing resources and remains up-to-date on housing resources in the area.
•  Responsible for ordering and organization of office supplies and inventory. Processes purchase orders, signs for deliveries and delivers supplies to staff as needed.
•  Assists Director in maintaining monthly budgets, including budget modifications, and annual budget formation.
•  Facilitates distribution of financial resources for clients and staff.
•  Assists Director in maintaining compliance of agency's grants. Inputs data into tracking database for funding agencies.
•  Creates outreach materials and strategic outreach plans. Attends community events to perform outreach awareness, including giving out program information and give away items.
•  Under the direction of the Program Manager, performs monthly audits and creates reports of case files.
•  Provides quarterly report data collection and analysis of data to assist Program Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
•  Processes purchase orders, signs for deliveries and delivers supplies to staff as needed.
•  Assists with departmental orientations for new staff.
•  Performs other duties as assigned.
Supervisory Responsibilities

This position does not supervise but may provide guidance to other employees.

Qualifications and Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's Degree and two years of experience preferred. Associates Degree and four years of progressively responsible clerical and administrative support to a department Director or higher is required; or a satisfactory equivalent combination of education and experience. Intermediate to advanced skills in Microsoft Word and Excel required. Position is required to demonstrate good judgment when applying knowledge and experience to work assignments.

Language Skills

Must have strong interpersonal skills for defusing and de-escalating angry clients. Ability to read and interpret documents such as court orders, background checks, grant reports, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write many different kinds of reports and correspondence, using proper punctuation and language. Ability to speak effectively before groups of people or employees of organization.

Mathematical Skills

Ability to understand financial documents including budgets and billing statements. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Demonstrates good judgment and acts responsibly to avoid endangerment to anyone working in, or working with, the department.

Licenses Or Certificates

Must pass criminal background before hire and periodically throughout employment.

Must have and maintain a valid and unrestricted Washington State Driver's License and proof of insurance. The Driver's License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.

Must have strong interpersonal skills for defusing and de-escalating angry clients.

Must be willing to attend training for professional development.

Other Requirements

Must be willing to attend training for professional development.

Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.

Works cooperatively to establish and maintain professional relationships with other tribal departments responsible for sharing highly confidential information.

Maintains consistent daily attendance at work.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•  Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
•  Requires the ability to read, write, communicate, and interpret information accurately in English.
•  Requires the ability to concentrate and consistently produce accurate work click apply for full job details