Santa Clara Pueblo Administrative
Administrative Assistant
Santa Clara Pueblo Administrative, Espanola, New Mexico, United States, 87532
Job Description
Job Description
Position Title: Administrative Assistant Department: Forestry Salary Grade: NE4 Per Class Code Position Status: Full-Time Status: Non-Exempt
Position Summary Under general supervision of the Office Manager/Director or designee, performs a wide variety of duties, some of a confidential nature, including administrative and clerical functions.
This job description is illustrative only of the responsibilities performed by this position and is not an all-inclusive list of all responsibilities, duties and skills required of personnel in this classification. Duties, responsibilities and activities may change at any time with or without notice. Essential Duties and Responsibilities Assist Office Manager and Director in all administrative projects. Greeting visitors and screening telephone calls, acts as internal switchboard operator. Communicate with Santa Clara Forestry Crew by radio when the crew is in the Canyon, as well as relaying messages to Santa Clara Law Enforcement, or for dispatching purposes. Dispatching crew members to local and out of state incidents. Document all necessary paperwork to be used for reimbursement purposes. Responsible for issuing gas credit cards and receiving receipts for a fleet of 12 GSA and Tribal vehicles. Complete monthly paperwork for GSA vehicles. Assist with all projects related to administrative tasks associated with timekeeping for crew members and preparation of requisitions, travel, training, etc. Supports the Fire/Fuels specialist and staff in administrative tasks associated with fire/fuel project, fire training, Fire travel, etc. Produce and distribute correspondence memos, letters, publications, and in-house notices, as well as prepare spreadsheets and update all data for support staff. Take dictation at all Forestry meetings. Deliver correspondence to NPA or Regional office. Serve as the Personnel Time Recorder (PTRC), for local and out of state wildfires. Assist the IQCA data entry person. Update red cards for specific fires and the individuals' qualified position on the specific fire. qualified Maintains confidentiality of all privileged information. Contributes to a team effort. Performs other duties as assigned or required. Knowledge, Skills, and Abilities Knowledge of Tribal Forestry departments policies and procedures. Skilled in Microsoft Office Suite, software applications, email, internet and spreadsheets. Self-motivated with the ability to work with minimal supervision. Basic knowledge or interest in natural resources planning and in the field of wildfire. Ability to handle multiple tasks, meet project deadlines and prioritize workload. Ability to act in an independent and conscientious manner using sound judgment. Ability to communicate effectively, both orally and in writing. Skilled in customer service. Excellent problem-solving and time-management, and interpersonal skills. Knowledge of the Interagency Business Management Handbook. Ability to maintain confidentiality. Minimum Qualifications High School Diploma or GED required plus one (2) years related experience, or equivalent combination of education and experience. Experience with Microsoft Office Suite including Word, PowerPoint, Excel, and office equipment. During the fire season must be able to be on call seven (7) days a week Punctual and regular attendance is an essential responsibility for this position and Business Casual attire is required. Physical Requirements and Work Environment While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds and
NOT EXCEED 25
pounds. If an item is above 25 pounds, lifting shall be done by two or more Tribal staff members. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Work is performed in a professional office environment with a moderate noise level, occasionally working under stressful conditions and for extended periods of time. This position is routinely exposed to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Travel may be required. May be required to work occasional nights and/or weekends. The employee is occasionally exposed to weather. Operating Values Respect -
Treats everyone with courtesy, politeness and dignity. Listens to and communicates with teammates, employees and community members in ways that build mutual respect and positive working relationships. Citizenship -
Follows proper procedures and keeps appropriate records. Ensures compliance with regulatory and legal requirements. Caring -
Cares about and demonstrates concern for employees and community members. Builds mutually beneficial relationships with employees, vendors and community members. Trustworthiness -
Takes actions that build confidence in Department and Pueblo of Santa Clara. Demonstrates honesty and high standards of integrity in all interactions. Gains trust and confidence in relationships with teammates and employees at all levels. Fairness -
Listens to the concerns of employees and community members. Take specific actions to ensure the success of employees. Make decisions after careful and appropriate consideration. Responsibility -
Takes accountability for the services provided, pursuing excellence in everything. Finish rather than surrender to obstacles or excuses. Continually look for ways to improve work. Fulfill obligations and help to fulfill the obligations of the Department. Disclaimer Working Conditions for individual positions in this classification will vary based on each departments' utilization, essential functions and the recruitment needs at the time a vacancy is posted. Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Employment Requirements Successful completion of thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines. Successful completion of the mandatory National Incident Management Training (NIMS) within the first 90 days of employment. Must pass a drug/alcohol test. Must have a valid New Mexico Driver's License and insurable through the Tribe's carrier and not have any DUI/DWI convictions within the last five (5) years from any Tribal, State or Federal Court. Must take and pass a current driving course from Special Projects Department.
Job Description
Position Title: Administrative Assistant Department: Forestry Salary Grade: NE4 Per Class Code Position Status: Full-Time Status: Non-Exempt
Position Summary Under general supervision of the Office Manager/Director or designee, performs a wide variety of duties, some of a confidential nature, including administrative and clerical functions.
This job description is illustrative only of the responsibilities performed by this position and is not an all-inclusive list of all responsibilities, duties and skills required of personnel in this classification. Duties, responsibilities and activities may change at any time with or without notice. Essential Duties and Responsibilities Assist Office Manager and Director in all administrative projects. Greeting visitors and screening telephone calls, acts as internal switchboard operator. Communicate with Santa Clara Forestry Crew by radio when the crew is in the Canyon, as well as relaying messages to Santa Clara Law Enforcement, or for dispatching purposes. Dispatching crew members to local and out of state incidents. Document all necessary paperwork to be used for reimbursement purposes. Responsible for issuing gas credit cards and receiving receipts for a fleet of 12 GSA and Tribal vehicles. Complete monthly paperwork for GSA vehicles. Assist with all projects related to administrative tasks associated with timekeeping for crew members and preparation of requisitions, travel, training, etc. Supports the Fire/Fuels specialist and staff in administrative tasks associated with fire/fuel project, fire training, Fire travel, etc. Produce and distribute correspondence memos, letters, publications, and in-house notices, as well as prepare spreadsheets and update all data for support staff. Take dictation at all Forestry meetings. Deliver correspondence to NPA or Regional office. Serve as the Personnel Time Recorder (PTRC), for local and out of state wildfires. Assist the IQCA data entry person. Update red cards for specific fires and the individuals' qualified position on the specific fire. qualified Maintains confidentiality of all privileged information. Contributes to a team effort. Performs other duties as assigned or required. Knowledge, Skills, and Abilities Knowledge of Tribal Forestry departments policies and procedures. Skilled in Microsoft Office Suite, software applications, email, internet and spreadsheets. Self-motivated with the ability to work with minimal supervision. Basic knowledge or interest in natural resources planning and in the field of wildfire. Ability to handle multiple tasks, meet project deadlines and prioritize workload. Ability to act in an independent and conscientious manner using sound judgment. Ability to communicate effectively, both orally and in writing. Skilled in customer service. Excellent problem-solving and time-management, and interpersonal skills. Knowledge of the Interagency Business Management Handbook. Ability to maintain confidentiality. Minimum Qualifications High School Diploma or GED required plus one (2) years related experience, or equivalent combination of education and experience. Experience with Microsoft Office Suite including Word, PowerPoint, Excel, and office equipment. During the fire season must be able to be on call seven (7) days a week Punctual and regular attendance is an essential responsibility for this position and Business Casual attire is required. Physical Requirements and Work Environment While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds and
NOT EXCEED 25
pounds. If an item is above 25 pounds, lifting shall be done by two or more Tribal staff members. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Work is performed in a professional office environment with a moderate noise level, occasionally working under stressful conditions and for extended periods of time. This position is routinely exposed to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Travel may be required. May be required to work occasional nights and/or weekends. The employee is occasionally exposed to weather. Operating Values Respect -
Treats everyone with courtesy, politeness and dignity. Listens to and communicates with teammates, employees and community members in ways that build mutual respect and positive working relationships. Citizenship -
Follows proper procedures and keeps appropriate records. Ensures compliance with regulatory and legal requirements. Caring -
Cares about and demonstrates concern for employees and community members. Builds mutually beneficial relationships with employees, vendors and community members. Trustworthiness -
Takes actions that build confidence in Department and Pueblo of Santa Clara. Demonstrates honesty and high standards of integrity in all interactions. Gains trust and confidence in relationships with teammates and employees at all levels. Fairness -
Listens to the concerns of employees and community members. Take specific actions to ensure the success of employees. Make decisions after careful and appropriate consideration. Responsibility -
Takes accountability for the services provided, pursuing excellence in everything. Finish rather than surrender to obstacles or excuses. Continually look for ways to improve work. Fulfill obligations and help to fulfill the obligations of the Department. Disclaimer Working Conditions for individual positions in this classification will vary based on each departments' utilization, essential functions and the recruitment needs at the time a vacancy is posted. Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Employment Requirements Successful completion of thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines. Successful completion of the mandatory National Incident Management Training (NIMS) within the first 90 days of employment. Must pass a drug/alcohol test. Must have a valid New Mexico Driver's License and insurable through the Tribe's carrier and not have any DUI/DWI convictions within the last five (5) years from any Tribal, State or Federal Court. Must take and pass a current driving course from Special Projects Department.