• Job Description

  Req#: 875240

  ADMINISTRATIVE ASSISTANT I (Operator) - IT

  FT/REGULAR

  NON EXEMPT - LEVEL 2

  SALARY :$13.55

  GENERAL DEFINITION : The primary purpose of this position will be responsible for operating telephone switchboard console with professionalism including forwarding calls and taking messages. Accountable for greeting and assisting all Pueblo of Zuni Tribal Office visitors.

  SUPERVISION RECEIVED : Work is performed under supervision of the Information Technology Administrative Assistant IV.

  SUPERVISION EXERCISED : May be required to supervise volunteers.

  DUTIES :

  Provides favorable first impressions to individuals contacting The Pueblo of Zuni Tribal Offices.

  • Speaks clearly, distinctly and with friendly courteous tone.
  • Answer, screen, handle and direct incoming calls to correct employee or department within the organization.
  • Records accurate messages and forward information to appropriate staff in a timely manner.
    • Greets visitors with a positive image.
    • Screens office visitors, including keeping control over visitors to supervisor and other staff members.
    • Directs inquiries to appropriate personnel.
  • Assists visitors with programmatic information.
  • Provides telephone numbers, locations, and general information about Tribal Programs and activities.
  • Ensures that telephone numbers and related documents are current and accurate.
  • Provides general information about the Pueblo of Zuni local events and activities.
  • Provide POZ organizational and community event information to the general public.
  • Direct and escort visitors to appropriate departments within the POZ organization.

  Performs basic office functions such as computer operations, copying of documents and forms, fax operations, posting information to appropriate files and records, and typing.

  • Types business forms, correspondence, memorandums, and program materials.
  • Edits items for grammatical and typographical errors.
  • Practices up-to-date office management procedures.
    • Develops and maintains an effective filing system for files, correspondence, documents, forms, program files, records, reports, requisitions, and vouchers.

  Administers and operates the PBX desk for the organization.

  • Responsible for daily operations, including keeping the PBX office in an attractive and neat order.
  • Schedule program/public meetings in the tribal kitchen and conference room for entire POZ organization and general public.
  • Forward announcements (i.e. memos, delegations, public notices, office closures, etc.) to POZ employees in a timely manner through emails and/or phone calls.
  • Assists in updating POZ Program Directory and distribute by e-mail, fax, and hard copies to POZ employees and community on a monthly basis.
  • Serve as a drop off location for programs conducting community surveys.
  • Disseminates community event information to POZ employees.
  • Scan, convert documents to PDF format, and distribute via email to employees.

  Performs other duties as assigned.

  MINIMUM QUALIFICATIONS

  KNOWLEDGE, SKILLS AND ABILITIES: General knowledge and experience in administrative work, modern office practices and procedures, records management, basic business communications (including spelling and grammar), and arithmetic. Ability to maintain confidentiality. Must have clerical skills with an emphasis on thoroughness and accuracy. Must have excellent customer service skills and professionalism. Knowledge of records management principles and procedures including record keeping and filing principles and practices. Knowledge of methods and techniques of proper phone etiquette. Ability to use independent judgment with minimal supervision. Must be able to communicate clearly, effectively, and fluently in English and Zuni using a polite and courteous voice with correct grammatical construction and choice of words. Must be able to work under pressure for extended periods of time doing routine tasks with frequent interruptions. Must be able to maintain confidentiality and confidential information. Must be able to handle stressful situations. Must be able to understand and follow oral and written instructions. Must be knowledgeable in software applications, operating computers, and routine use of software such as MS Office and Adobe Acrobat. Ability to work with elected and appointed officials. Ability to work with members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, or political affiliation. Must be able to establish and maintain good working relationships with co-workers, tribal employees, outside agencies, and the general public.

  TRAINING AND EXPERIENCE : High School Graduate or GED with one (1) year of related work experience demonstrates ability to perform the duties described.

  LICENSE AND CERTIFICATES : Must have a valid New Mexico Driver’s License with no DWI/DUI convictions within the past three (3) years. Driving is not an essential part of the duties.

  PHYSICAL DEMANDS: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc. No special physical demands are required to perform the work. Regular exposure to favorable conditions such as those found in a normal office.

  SPECIAL WORKING CONDITIONS: Position is subject to Pre-Employment drug testing. Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Most work is done in a controlled office setting. This position requires a high degree of adaptability, exercise of sound judgment, customer service, tact, and a professional attitude. Subject to a thorough background check.

• About the company

  The official website of the Pueblo of Zuni, the zuni people welcome you to indulge in our heritage, and view the beautiful scenery zuni has to offer.

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