Administrative Assistant

The position

• Under general supervision for a Department Director, performs a wide range of routine clerical and administrative work in a functional work in a department or a unit; receives and processes information by phone or in person; performs related work as required. Incumbent must possess basic to intermediate clerical and administrative skills. This position is characterized by responsibility for performing administrative and clerical tasks and applying general knowledge of departmental, work unit, and program procedures, services, and methods. Incumbent works within the framework of established procedures, is expected to perform clerical tasks with general instructions and assistance; will have routine contact with internal and external customers and partners to answer procedural questions or give out factual information. Incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council. The current vacancies are for regular, full-time positions in the Clinic (reporting to the Director) and the Administration Office (reporting to the Tribal Administrator).
• Essential
• DUTIES and
• RESPONSIBILITIES: Depending on assignment, duties may include, but are not limited to the following: Manage and organize office files, records, and documents—electronically or hard-copy files. Maintain accurate and up-to-date databases and filing systems; Input and update information in spreadsheets and software programs; Answer and direct phone calls, emails, and other communications; Edit/proofread and write reports, business correspondence, and procedures and policies; Handle confidential and sensitive information with discretion and maintain high confidentiality standards at all times. Is required to sign a confidentiality statement upon acceptance of employment; May conduct research, compile data, and prepare papers for consideration and presentations; Make travel arrangements and accommodation for the assigned department and/or unit ; Organize and maintain supplies inventory and materials, and place orders as needed; Coordinate and schedule meeting spaces and catering orders as needed; Create and track purchase orders for assigned department and/or unit; Assist in monitoring and creating assigned department and/or unit budget. Assist in tracking expenses, invoices, purchase orders, and financial records; Complete special projects for assigned department and/or unit; Compile, transcribe, and distribute minutes of meetings; Support staff in assigned project-based work, including but not limited to organizing Tribal events, meetings, workshops, team activities, training sessions, and special projects; Ability to answer multi-line phone system and greet visitors entering the building; Distribute and collect applications and information as needed; Draft and update content on websites, internal and external communications, and social media platforms; May perform other duties commensurate with the functions and level of the position.