Health and Human Services Administrative Assistant

Description: Equal Employment Opportunity Statement The Peoria Tribe of Indians of Oklahoma does not discriminate on the basis of race, color, national origin, sex, religion, age or disability status in employment. Individuals of Indian ancestry will be given preference by law in initial employment or re-employment. Position Summary The Health and Human Services Administrative Assistant provides administrative, clerical, and operational support to the Health and Human Services Department and its programs. This position assists with departmental purchasing, travel documentation and reconciliations, event coordination, records management, and general office operations. The Administrative Assistant works collaboratively with HHS leadership and program staff to help ensure daily operations run efficiently and that staff have the administrative support and resources needed to fulfill departmental responsibilities. The successful candidate must be organized, dependable, detail-oriented, flexible, and able to manage multiple priorities while maintaining confidentiality and professionalism when working with sensitive tribal, employee, and client information. Essential Duties and Responsibilities Administrative Support Provide general administrative and clerical support to the HHS Director and HHS program staff. Assist staff with preparing, organizing, copying, scanning, filing, and maintaining departmental documents and records. Answer telephone calls, respond to routine inquiries, direct communications, and assist visitors as needed. Maintain calendars, schedule meetings, prepare meeting materials, and assist with correspondence and other departmental documents. Track deadlines, pending paperwork, and administrative requests to support timely completion of departmental responsibilities. Assist with preparing reports, spreadsheets, presentations, forms, and other documents as requested. Provide general office support and assist with special projects and other duties as assigned. Travel Reconciliations and Documentation Assist staff with travel arrangements, travel requests, and required supporting documentation in accordance with Tribal policies and procedures. Review travel reconciliation packets for completeness, accuracy, receipts, and required approvals. Track outstanding travel reconciliations and follow up with staff to ensure documentation is submitted in a timely manner. Assist with reconciling travel expenses, organizing receipts, and preparing paperwork for submission to the appropriate department. Maintain organized travel records and assist with resolving missing documentation or discrepancies. Requisitions and Purchasing Prepare and submit requisitions for departmental supplies, equipment, services, and event-related expenses. Assist staff with purchasing requests, obtaining quotes, gathering supporting documentation, and routing paperwork for approval. Track requisitions and purchase orders and follow up on pending requests as needed. Maintain records of purchases, invoices, receipts, and related documentation. Coordinate with Finance, Procurement, and other Tribal departments to help ensure purchasing procedures are followed. Monitor office and program supply needs and assist with maintaining adequate inventory. Event and Program Support Assist HHS staff with planning, coordinating, and preparing for departmental events, trainings, meetings, community outreach activities, and program functions. Help coordinate event supplies, materials, equipment, food orders, setup, cleanup, and other logistical needs. Assist with preparing registration lists, sign-in sheets, handouts, packets, promotional materials, and participant supplies. Support staff with event-related purchasing, transportation coordination, facility arrangements, and other preparations as needed. Attend and assist with events outside normal office duties or hours when required and approved. Work collaboratively with HHS program staff to help ensure events and a…

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