EXECUTIVE ASSISTANT Job at Fort Defiance Indian Hospital Board, Inc. in Fort Def

Fort Defiance, Indian Rte 7 & Indian Rte 12, PO Box 649, Fort Defiance, AZ 86504, USA

APPLICANT MUST HAVE A VALID, UNRESTRICTED INSURABLE DRIVER’S LICENSE

RESUME AND REFERENCES ARE REQUIRED

Responsibilities

• Screens calls and visitors to the CAO, making referrals to staff members and forwarding only those calls or visitors requiring the attention of the CAO. Schedules appointments, meetings, luncheons, etc. for the Administration Division staff. Personally handles requests for information and resolves or assists in resolving a variety of concerns.
• Processes paperwork, conducts research, answer phones, and prepare presentations and reports using various software including Microsoft Office programs, such as Excel and PowerPoint, etc.
• Reads and reviews all incoming correspondence, determining proper action and at times preparing answers before forwarding to the CAO. Reviews outgoing correspondence and reports prepared by professional services under the auspices of the CAO, ensuring proper format, mathematical correctness, correct grammatical content and ascertaining all necessary coordination of facts has been completed and is in accordance with established policy.
• Makes travel arrangements for all Administration Division employees. Prepares and submits travel vouchers including accurate computation of all costs. Coordinates travel, types itinerary, etc. Keeps abreast of changes to policy for immediate implementation to prevent delays in completion of requests or errors in reimbursement.
• Makes arrangements for conferences, meetings and workshops. Coordinates information and prepares folders of material to be discussed.
• Takes, transcribes and distributes minutes of various meetings in accordance with organizational policy.
• Maintains records and the budget allotted to the Administration Division. Ensures timely and accurate status of funds available, charging the correct accounting codes, verifying all object class codes, and identifying and justifying purchases/Services. Compares request for funds with account balances to assure that funds are available to cover transactions. Prepares recurring monthly, quarterly and annual report on account balances and status of funds. Reconciles monthly credit card statements.
• Fills in for the Executive Assistant to the Chief Executive Officer (CEO) in their absence.
• Provides clerical and administrative support to the Project Managers.
• Provides administrative support, communicates meeting dates and times, and takes minutes for the Planning Subcommittee of the FDIHB Board of Directors.
• Performs other duties as assigned.

Minimum Qualifications

Experience: Four (4) years of direct work experience

Education: Associate’s Degree in Business Administration or related field.

NAVAJO/INDIAN PREFERENCE:

FDIHB and its facilities are located within the Navajo Nation and, in accordance with Navajo Nation law, has implemented a Navajo/Indian Preference in Employment Policy. Pursuant to this Policy, applicants who meet the minimum qualifications for this position and who are enrolled members of the Navajo Nation will be given primary preference in hiring and employment for this position and members of other federally-recognized Indian tribes will be given secondary preference. Other candidates will be considered only after all candidates entitled to primary or secondary preference have been fully considered.

Qualifications

• Education: Associate Degree or better in Business Administration or related field.
• Experience: Four (4) years of direct work experience.

Licenses & Certifications: Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.