Administrative Assistant II - Facilities - Ponca Tribe of Nebraska

Summary:

The Ponca Tribe of Nebraska is a federally recognized Tribe with its ancestral homeland located in Niobrara, NE. The Tribe does not have a reservation in the classic definition; rather, the Ponca Restoration Act defined its jurisdiction as a 'Service Delivery Area' comprised of 15 counties throughout parts of Nebraska, Iowa, and South Dakota. Within its Service Delivery Area, the Tribe offers a broad range of health, social, educational, and cultural services.

The Administrative Assistant II reports to the Director of Facilities is primarily responsible for performing a variety of secretarial, clerical, and administrative duties assisting with overall office coordination and support for the facilities department.

Essential Responsibilities and Duties:

1. Reviews work orders in conjunction with Facilities Director refers to appropriate program/office.
2. Serve as backup for Office Coordinator.
3. Prepares purchase orders and check requests as directed.
4. Ensures correct procurement processes, policies, and paperwork is followed by facilities department.
5. Maintains maintenance equipment inventory, and or departmental files.
6. Oversee the Adopt a Buffalo Program.
7. Receives, records, and distributes packages and mail.
8. Compiles budget data and maintains financial records as requested.
9. Copies, collates, and otherwise prepares reports for mailings, meetings, and other correspondence.
10. Creates and modifies filing and record keeping pertinent to the work of the facilities department to insure availability of necessary information.
11. Attends various meetings, records minutes and maintains an electronic filing system.
12. Assists with general office communication/correspondence, as assigned.
13. Follows all policies and procedures.
14. Assists with general office coordination duties, as assigned.
15. Develops and maintains computerized spreadsheets and databases to enter information and generate reports.
16. Produces, revises, or refines formal presentation materials using presentation software.
17. Performs assigned duties with minimum amount of supervision.
18. Identifies problems and recommends/implements solutions.
19. Interprets and applies policies and procedures within limits of authority.
20. Use tact and discretion; interact with supervisors, officials, employees, and the public.
21. Performs with attention to detail, works effectively despite interruptions and plans, organizes, and prioritizes work.
22. Travels to various office sites as needed; and
23. Other duties as assigned.

Relationships and Authority:

This position has no supervisory duties.

Working Environment and Physical Demands:

This position is in professional office environment. The position must be flexible in meeting challenges. Walks, talks, listens, sits, stands, bends, lifts, and moves intermittently during work hours.

Qualifications:

Minimum:

1. Associate degree in administrative assistant or similar field; or an equivalent combination of experience and education
2. One year of experience of office management and/or experience as an administrative assistant
3. Computer proficiency with Microsoft Word, Excel, and PowerPoint programs
4. Excellent written and oral communication skills
5. Valid driver's license and be insurable
6. Successfully pass drug and alcohol testing, motor vehicle, education, character, and criminal background checks
7. Able and willing to travel

Preferred:

1. Two years of experience working of office management and/or experience as an administrative assistant
2. One year of experience working with Native Americans or Native American organizations
3. Knowledge and understanding of Public Law 93-638" Indian Self-Determination Act

Preference will be given to Ponca Tribe of Nebraska members or members of a federally recognized tribe. However, all qualified individuals are eligible.

The Ponca Tribe of Nebraska is an at-will employer.

Tribal Council Approval: 10/08/2024