Executive Administrative Assistant Job at Tohono O'odham Nation Healthcare

PLEASE NOTE - This position may require temporarily relocation to other TONHC Facilities: Sells Hospital, Santa Rosa Health Center, San Simon Health Center, and San Xavier Health Center.

Position Summary:

Under limited supervision, provides administrative support in a timely manner. Works on various tasks; coordinates, oversees, and performs administrative, fiscal, and supervision activities. Serve as a primary point of the operational and administrative contact, often on complex and confidential issues.

The work is generally reviewed upon completion to ensure compliance with general organization/department goals, policies, and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determining work priorities, and planning and coordinating projects.

Essential Duties and Responsibilities: (Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below):

• Provide administrative support in a timely manner.
• Organize, facilitate, and follow up on meetings and other special events; prepare, distribute, and maintain the official minutes and notices of meetings; produces reports and presentations.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Undertakes the tasks of receiving calls, takes messages, and routes correspondence.
• Screens and handles telephone communications, greets and directs visitors, and deals with administrative problems and inquiries as appropriate.
• Develops and manages all formal records and archives.
• Oversees and participates in the coordination, supervision, and completion of special projects and events.
• Develops, maintains, and oversees the disposition of all formal records and historical archives on the work of TONHC, serves as principal resource and point of contact for all inquiries of official documents.
• Provides administrative support, including managing the schedule, calendar, and making travel arrangements.
• Improves staff effectiveness by coaching, counseling, training, and recommending disciplinary action for employees; planning, delegating, monitoring, and appraising job tasks and results in a timely manner.
• Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving, developing, and implementing projects and programs.
• Researches information, compiles statistics, gathers and computes various data; prepares special and one-time reports, summaries, or replies to inquiries, selecting relevant data from multiple sources.
• Utilizes Microsoft software, spreadsheets, databases, and virtual systems to conduct meetings.
• Gathers and relays information and interacts with staff members, department supervisors, and managers.
• Creates, composes, and edits technical and administrative correspondence and documentation before publication and distribution; screens and evaluates incoming and outgoing mail and prepares responses appropriately.
• Prepares and coordinates the annual budget and budget modifications; maintains financial records; processes accounts payable, purchasing, and travel expense documents.
• Assists in the coordination, supervision, and completion of special projects.
• Coordinates, supervise, leads, and guides the work of support staff; participates in training evaluative sessions.
• Enhance professional growth and development through educational programs, current literature, in-service meetings, and workshops.
• Oversees the time and attendance software and ensures the timely submission of biweekly time records.
• Contributes to a team effort and performs other job-related duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
• Knowledge of office management and accounting principles and procedures.
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in the area of expertise.
• Knowledge of archiving principles and processes.
• Skill in budget preparation and fiscal management.
• Skill in supervising, training, and evaluating assigned staff.
• Skill in operating Microsoft Suite and virtual meeting software.
• Skill in providing superior customer service for both internal and external customers.
• Skill in information research, project management, organizing, and coordinating.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Skill in verbal and written communications.
• Skill in planning and time management.
• Ability to multitask and prioritize daily workload.
• Ability to maintain privileged, confidential information.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to gather data, compile information, and prepare reports.
• Ability to create, compose, and edit written materials.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to supervise, lead, and train staff and others.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to work independently and meet strict timelines.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

• Associate's degree in business, Public Administration or closely related field.
• Four years of work experience in a secretarial and administrative field, or an equivalent combination of training, education, and work experience that demonstrates the ability to perform the duties of this position.
• One year of supervisory experience.

Licenses, Certifications, Special Requirements:

• Must type 50 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling, and math.
• Must obtain an Arizona Notary Public Commission certificate within six months of hire.
• Must obtain a HIPAA Certification within six months of hire.
• Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
• May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and move up to 20 pounds.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.