Section 1.     Position Purpose

The Administrative Assistant for the Human Resources Department performs confidential administrative and secretarial duties in support of the department. This includes assuming the duties of the mail/travel clerk, i.e. mail metering, sorting, mail pickup and delivery, as well as travel arrangements for Band employees. This position will coordinate with the main desk receptionist for morning/afternoon and lunch breaks.

Section 2.     Education, Experience, and Skills Requirements

  • High school education or GED is required.
  • Three (3) or more years of secretarial experience, including experience in word processing, making travel and meeting arrangements.
  • Must be able to type at a rate of 30 wpm or more (typing test will be given).
  • Must be familiar with mail metering, sorting, mail pickup and delivery.
  • Excellent written and oral communication skills.
  • Experience with and understanding of Native American culture and is able to demonstrate cultural sensitivity.
  • Ability to handle highly confidential personal information appropriately.
  • Ability to multi-task.

Section 3.     Decision Making and Problem Solving

Problems encountered are typically similar in nature, the circumstances may vary somewhat. Established guidelines, practices, and procedures generally define the alternative solutions. Decision-making is selecting from a known set of alternatives. Acts independently within scope of normal duties and responsibilities, and performs under limited supervision.

Typical decisions and problems include:

  • Establishes own work routine and priorities.
  • Decisions regarding how to sort mail that is not clearly marked.
  • Decisions regarding most cost effective means to send mail.
  • Decisions concerning release

Poor decisions typically have an immediate but negligible impact on the staff of the Band or on Band members.

Section 4.           Authority and Responsibility

  • Prepare data for filing by compiling and sorting information; determining filing mechanism according to established procedures; establishing work priorities.
  • Provide backup receptionist to the Main Desk Receptionist for the Government Center.
  • Sorts internal and postal mail.
  • Meters mail and completes metered mail reports.
  • Pickup and delivers mail from departments and Post Office.
  • Make travel arrangements for Band employees, generally through a travel agent.
  • Occasionally may need to book hotel accommodations and ground transportation directly with provider.
  • Determines most cost effective means of sending special items that require non-standard mail delivery (overnight, two-day, registered mail, certified mail, etc.)
  • Coordinate with the Government Center Main Desk Receptionist with morning/afternoon and lunch breaks.
  • Perform variety of clerical duties.
  • Support the Human Resource staff as needed.
  • Other duties as assigned.

Section 5.     Interpersonal Relations and Contacts

 

  • Interpersonal contacts are generally limited to co-workers, vendors and visitors.
  • Information exchange is typically a simple exchange of factual information or information of limited value.
  • Must be able to represent the Band in a positive fashion to outsiders.

 

 

Section 6.     Working Conditions

 

  • Work is exclusively in doors in a controlled climate area.
  • Little threat of personal danger or risk.
  • Hours are typically 8-5, but possibly with some extra hours.
  • Nature of work is such that incumbent experiences periods of moderate stress levels due to meeting timelines of workload and dealing with other employees and visitors.
  • Local travel is required.

 

Section 7.     Special Considerations

 

  • Must have a current valid driver’s license.
  • Must be insurable under the Mille Lacs Band Drivers Insurance policy.
  • Must pass a pre-employment drug & alcohol test.