Administrative Specialist

Job Summary:

This position is responsible for providing specialized administrative and customer service support for the assigned department of the Great Plains Tribal Leaders' Health Board (GPTLHB), including the Oyate Health Center (OHC).

Essential Functions

• Greets visitors and determines access to appropriate parties; builds and maintains customer satisfaction; documents complaints and develops an appropriate course of action; and, reports problems to appropriate individual.
• Screens the supervisor’s telephone and personal calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
• Prepares meeting agendas, notifications, and assembles packets of materials; records and prepares meeting minutes; processes post meeting documents.
• Provides liaison with supervisor’s contacts within and outside the organization; obtains and disseminates information; conveys supervisor’s directions to subordinates and department staff. Obtains, compiles, and presents in suitable forma variety of materials related to the supervisor’s work; completes special assignments as assigned.
• Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
• Organizes budget preparation efforts; ensures all phases of the budget process are completed, submitted timely, and in the correct format; assists with maintaining internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.
• Prepares disbursement requests to process invoices for payment; tracks and prepares expense reimbursement requests for payment; prepares purchasing requests.
• Opens, sorts, and distributes correspondence, including email, faxes, and postal mail; reads and analyzes to determine significance; routes to appropriate personnel in a timely and efficient manner; prepares replies independently when necessary.
• May track and verify time records, gets information to the Finance Department in a timely fashion. Provide payroll processing. Answer questions regarding payroll.
• Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Obtains, compiles, and presents in suitable form a variety of materials; completes special assignments, as assigned; develop and utilize historical information; provide retrieval of information.
• Assists with the on-boarding of departmental employees; may check references of a potential employee; will determine and complete necessary pre-hire activities to include ensuring the employee has the equipment they need prior to their first day of work
• Controls, monitors, and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material.
• Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
• Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for department personnel.
• Performs related work as required.

Professional Behavior

• Effectively plan, organize workload, and schedule time to meet the demands of the position. Work in a cooperative and professional manner with OHC and GPTLHB staff.
• Treat Great Plains tribes and collaborators with dignity and respect. Utilize effective verbal and written communication skills.
• Advance personal educational development by attending training sessions and seminars as appropriate.
• Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors, and guests.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness, and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner. Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality. Handle crisis and tolerate stress professionally.
• Be self-directed and take proactive initiative to assist others.
• Resolve issues with other departments and coworkers without direct supervision if needed. Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Promote an alcohol, tobacco, and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence. Adhere to GPTLHB policies and procedures.

Requirements

• Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.
• Knowledge of modern office practices and procedures.
• Knowledge of principles, practices and terminology related to the assigned department. Knowledge of computers and job-related software programs.
• Knowledge of customer service principles.
• Knowledge of the correct and effective use of English, including grammar, spelling, and punctuation.
• Skill in time management and prioritizing and organizing work. Skill in problem solving.
• Skill in interpersonal relations and customer service. Skill in the provision of customer service.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier. Skill in oral and written communication proficiency.

Supervisory Controls

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with instructions, procedures, accuracy, and the nature and propriety of the final results.

Guidelines

Guidelines include GPTLHB and department policies and procedures, and some laws and regulations. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work

The work consists of related administrative support duties. Frequent interruptions contribute to the complexity of the position. The purpose of this position is to provide customer service and administrative support to the assigned department. Successful performance contributes to the efficiency and effectiveness of the department.

Contacts

Contacts are typically with co-workers, other employees, elected officials, vendors, and the general public. Contacts are typically to give or exchange information and provide services.

Work Environment/Physical Demands

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The work is typically performed in an office and the noise level in the work environment is usually quiet.

While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to manipulate, handle, or feel; and, talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift light objects. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This position requires operation of a motor vehicle.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility

This is a non-supervisory position that may provide functional director, guidance, and instruction to other administrative employees when necessary.

Minimum Qualifications

• High school diploma or equivalent, and specialized training in a related field including college courses, certificate program, apprenticeship, etc.
• Five (5) years of progressively responsible administrative support, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems. Experience directly related to the assigned department is preferred.
• Possession of or ability to obtain Notary Public Commission from the State of South Dakota within six months if required for assigned area.
• Possession of or ability to readily obtain a valid driver’s license issued by the State of South Dakota with a clean driving record.
• Must successfully pass a criminal and background check, and a pre-employment drug screen.

The GPTLHB is a tribal organization that follows tribal preference laws. Our policy is to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks.