Administrative Assistant - Temporary Position

Purpose of the Position Under the direct supervision of the Health and Human Services (HHS) Administrator, the HHS Administrative Assistant provides high-level administrative and operational support to the entire department. This role assists with day-to-day departmental needs including clerical functions, coordination of program resources (e.g., clothing closet and food pantry), procurement and travel arrangements, and interdepartmental support. The Administrative Assistant is essential in maintaining a welcoming and efficient environment while ensuring confidentiality, timely communication, accurate records, and professional assistance to Tribal members and staff. This is a temporary position covering during a leave of absence. Essential Duties and Key Responsibilities General Administrative Support Greet and assist all visitors, clients, vendors, and staff; direct inquiries to appropriate personnel or services. Answer and manage multi-line phone system, take messages, and handle routine inquiries. Maintain physical and digital filing systems, assist with records retention and destruction in accordance with policy. Coordinate department-wide calendars and schedule meetings, events, and trainings. Maintain confidentiality of all sensitive information as required by law and Tribal policy. Procurement & Financial Support Make purchases on behalf of the department for supplies, equipment, and services. Maintain accurate purchase logs and submit necessary documentation for reconciliation. Complete monthly reconciliation of the department’s credit card in accordance with fiscal procedures. Prepare and submit requisitions and check requests for timely payment and vendor tracking. Departmental Program Operations Coordinate, maintain, and stock the HHS Clothing Closet and Food Pantry; conduct inventory checks and manage donation intake and distribution. Prepare meeting spaces for Tribal member, Committee, and Executive Council gatherings. Ensure all forms, applications, and departmental literature are current and accessible for community members. Assist with department outreach efforts including flyer distribution, event preparation, and bulletin board updates. Travel & Logistics Arrange travel and lodging accommodations for HHS staff and leadership for off-site meetings, conferences, and trainings. Maintain organized travel records including itineraries, expense reports, and confirmations. Cross-Departmental Support Provide administrative support to the ICWA Advocate, Member Services Coordinator, Case Manager(s), and Victim Services Coordinator. Assist with documentation, scheduling, and communication needs across all HHS programs. Attend and contribute to HHS department meetings and trainings. Other Duties Operate and troubleshoot office equipment such as fax machines, copiers, and scanners. Maintain inventory and order office supplies for the department. Participate in special projects, events, or emergency response activities as needed. Perform other duties as assigned by the HHS Administrator. Skills & Abilities Strong organizational skills and ability to manage multiple tasks with competing deadlines. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Zoom; ability to learn additional software systems as required. Excellent interpersonal and written communication skills. Demonstrated discretion, professionalism, and respect for confidentiality. Ability to work independently and collaboratively in a dynamic team environment. High attention to detail with the ability to prioritize and problem-solve. Education and Experience Required: High School Diploma or G.E.D. Minimum of one (1) year of clerical, administrative, or office support experience. Must pass a pre-employment skill assessment evaluating attention to detail, basic math, Microsoft Office proficiency, and reading comprehension. All offers are contingent upon signing a confidentiality agreement and satisfactory completion of drug screening and backgrou…

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