Administrative Assistant-Library - Confederated Tribes and Bands of the Yakama Nation

Administrative Assistant

Library

Department of Human Services

Hourly Wage: $15.74/Regular/Full-Time

Responsible for providing program clerical and bookkeeping support, recordkeeping, file maintenance, mail processing, answering phones, and related clerical functions for the Yakama Nation Library. Maintains a comprehensive record management system. Greets and provides assistance to the public. Prepares correspondence, documents, and reports as instructed. Functions as confidential Administrative Assistant which involves planning workloads to meet timelines.

Examples of Work Performed:

Prepare financial documents which include purchase orders, journal entries, budget modifications, bi-weekly time using iSolved, payroll action forms, travel authorizations, leave audits, grants, and contracts for further processing, D365 financial reports.

Monitors and reconciles program accounts; compares data with reports from Central Accounting and Grants and Contracts. Monitors program expenditures and maintains cuff accounts.

Confers with and advises management on budget forecasting, input, and modifications.

Review incoming correspondence, memoranda, reports, and similar material for the purpose of summarizing important phases and making recommendations concerning them.

Assists with report preparation and gathering data.

Will communicate between departments in resolving daily administrative operational problems.

Mentor on the job placements to help make them employable.

Keeps supervisor informed of employee performance evaluation deadlines.

Establishes and maintains a standardized records management system that allows for security and accessible retrieval of records.

May be assigned new duties and tasks not included on the position description, or to assist other library staff as requested by supervisor ensuring the efficient and effective functioning of the work unit to implement library programming.

Knowledge, Skills and Abilities:

Knowledge of tribal government infrastructure and inter-workings.

Knowledge of Yakama culture, traditions, and history.

Knowledge of bookkeeping principles and practices.

Knowledge of grant writing procedures and reporting.

Knowledge of purchasing policies and procedures.

Knowledge of Microsoft Office with thorough knowledge of Excel, Word, and PowerPoint.

Managing files, and records, designing forms; and other standard office procedures.

Knowledge of and ability to apply standard filing (alphabetical, numerical, subject, hyphenated names, etc.).

Knowledge of D365 system and iSolved system.

Ability to write clear and concise reports, memoranda, directives, letters using proper punctuation, and grammar.

Ability to accomplish assigned administrative tasks with minimal supervision and general direction.

Ability to meet deadlines.

Ability to communicate with the public tactfully, courteously, and effectively.

Ability to establish and maintain effective working relationships.

Ability to speak in a clear and concise manner.

Minimum Requirements:

Requires a high school diploma or equivalent and three years work experience comparable to an Office Assistant V or Bookkeeper IV or may substitute on a month-to-month basis, college level course work or satisfactory completion of a certified training program in administration and three year's work experience as an Office Assistant V.

Ability to obtain a First Aid/CPR card.

Must pass a pre-employment background check.

Must have Washington State Driver's License with the ability to obtain a Yakama Nation Driver's Permit.

Required to pass a pre-employment drug test.

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.