Job Details
We are currently looking for a Full Time Executive Assistant to join our Division of Safety and Quality team located at the Colony Building working 8:00AM-4:00PM - Mo Tu We Th Fr.
Summary:
Provides direct support for the Executive Officer, Safety and Quality Division, in all areas including, but not limited to, project management, budgeting, systems management, requisitioning, reporting, event coordination, contract management, research, and analysis. Provides directors and managers with support as required to efficiently and effectively deliver consistent high-quality services to both internal and external customers. Operates with a high level of autonomy
Responsibilities:
* 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 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 managers with timekeeping in the time management system
* Maintains management's calendar of appointments and staff meetings
* Routes, logs, prepares and/or distributes incoming and outgoing mail
* Prepares individual and group correspondence
* Assists with the composition and preparation of routine correspondence, drafts, and narratives
* Provides administrative support to the Executive Officer and above
* Assists the division with internal forms including; delegation of authority, meal and mileage reimbursement, continuing education, equipment excess, etc
* Assists with day-to-day operations of the division or facility
* Updates and maintains division job descriptions, organizational charts, and employee records
* Assists in the administration of federal grants and contracts
* Completes all required departmental documentation
* Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served
* Scans documents into software
* Participates in performance improvement activities to measure, assess and improve the quality of assigned work area
* Maintains confidentiality, security, and integrity of data and information
* Handles routine customer complaints and incidents, exhibiting the appropriate discretion to identify situations that require the attention of supervisory personnel
* Ensures employees and resources complete assigned training and development
* Prepares weekly reports
* Prepares monthly reports
* Prepares quarterly reports
* Prepares annual reports
* Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- Prepares and processes travel requests, travel claims and check requests
* 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 and meets 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
- Shares responsibilities for maintaining adequate supplies and equipment
- Maintains general upkeep of work area and maintains a safe environment
- Observes and addresses potential environmental hazards and risks
- 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
- May provide break coverage for others as assigned
- May augment staff in other areas as needed based on staffing and needs ratio in regularly assigned unit
* Maintain knowledge of and follow all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
* All other duties as assigned
Competencies:
Essential:
* Follow instructions, both written and oral
* Ensures compliance
* Adhere to all scheduling and attendance requirements
* Maintains strict confidentiality in all matters
* Focus on a single task for pro-longed periods of time
* Must be detail-oriented
* Ability to work independently
* Honesty, truthfulness, reliability, accountability
* Read, understand and apply regulations and policies
* Ability to multitask
* Organizes work and assigned area logically and orderly
* Filing skills
* Define problems, collect data and establish facts
* Builds effective working relationships
* Organizational and time-management
* Ability to plan, organize and follow through on assignments
* Communicates verbally with team, departments, guests and management
* Writes effective communications with team, departments, guests and management
* Keeps written records
* Prepares role specific reports
Skills:
Essential:
* Must be familiar with the MS Office Suite of products
* Printers and scanners
Experience:
Essential:
* 3 years directly related experience
Education:
Essential:
* High School, GED or Equivalent
Nonessential:
* Associates Degree in directly related field
Nonessential:
* Associate's degree or additional years of experience in lieu of degree
Credentials:
Essential:
* Pass general background check
* Standard Driver's License
Working Conditions:
Essential:
* Customer service
* Works in an office setting
* Organized
* Structured
* Team-oriented
* Computers, printers, phones
* Communications phone, computer
* Communications written, verbal
* Communication with groups
* 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
* Light to non-strenuous work
* Standing up to 75% of shift
* May work day shift