Administrative Assistant - #259103

Reports to Central Office Administration

Job Summary

This position is responsible for providing the executive’s administrative support and assisting in the coordination of external events, through information requests, clerical functions, correspondence delivery, service and assisting visitors, as well as schedule and arrange conference calls and meetings for Executives.

Essential Functions

• Work closely under the Executives to contribute to the mission and values of GPTLHB
• Manage and maintain executive schedules and calendars, including travel, meetings, conferences
• Create and maintain Executive’s contacts
• Open, sort, and distribute correspondence directed to the Executives, such as postal mail; answer telephonic and electronic communications, respond or refer out as appropriate, as well as report issues to the Executives when they cannot be resolved independently
• Track Executive’s credit card expenditures, track receipts, submit documentation to Finance in a timely manner, as well as reconcile monthly credit card statements
• Prepares requests to process invoices for payment
• Anticipate needs, place orders, purchase, and maintain office and meeting supplies and inventory items for the Executives
• Ensure operation of administrative office equipment and reports request for maintenance
• Create, compose, edit, and/or distribute varied correspondence, reports, meeting minutes, notices and other materials
• Obtain, organize and review work for format consistency, grammatical construction and typographical accuracy, as well as present finished materials for review or distribution
• Maintain record system, gather and search for information from various documents, compile data from source documents, as well as verify information for accuracy
• Archive and organize responses to routine memo, letters, and other correspondence and other official documents such as meeting minutes and resolutions
• Obtain and disseminate information through regular messaging, such as reminder emails and calls for meetings and to confirm attendance, travel, and other functions
• Conduct travel authorizations, purchase requests, and other logistics such as the reservation for lodging for invited meeting attendees
• Prepare the Executive’s travel authorizations and lodging reservations for meetings, training, and other travel away from the main work site locations
• Assist with meeting and event coordination andassembly of material packets, meeting supplies, and promotional items
• Assist in technological set-up required for meetings and recordings, as well as other; participate in arranging other meeting settings to provide accessibility and hospitality
• Greet visitors and tracks attendance of meeting guests; commit to satisfying internal and external partners, within the scope and responsibility of position; build and maintain professional relationships
• Proficient in MS Word, Excel, Outlook. Perform filtering and sorting of data, and other functions
• Proficient in technological software and programs, such as Zoom, Owl, as well as sound and visual equipment or other processes required to run an accessible meeting efficiently
• Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
• Performs duties as assigned.
  
  

Professional Behavior

• Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.
• Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
• Familiarity and/or experience working with American Indian populations and respect for and knowledge of traditional, cultural and spiritual practices of diverse American Indian communities, as well as an ability to work with other culturally and ethnically diverse populations.
• Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality.
• Must be able to handle crisis and tolerate stress professionally.
• Must be self-directed and take proactive initiative to assist others.
• Possess the ability to resolve issues with other departments and coworkers without direct supervision.
• Able to exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Ability to maintain a flexible work schedule, including evenings, weekends and overnight or extended travel as necessary.
• Ability to effectively present information in one-on-one and small group situations to community members, consumers and other employees of the organization.
• Proficiency with computer programs (Word, Excel, PowerPoint) and other Internet technologies.
• Valid driver’s license must be kept current, and certificates, credentials or licenses must be kept current and consistent with regulations required by applicable federal, state and/or grant regulations.
• Ability to promote an alcohol-, tobacco- and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence.
• Adhere to GPTLHB policies and procedures.
  
  

Supervisory Controls

The supervisor provides continuing or individual assignments by indicating generally

what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. When there are new, difficult, or unusual assignments, the supervisor provides additional, specific instructions for including suggested work methods or advice on source material available. The employee uses initiative in carrying out recurring assignments independently without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. The supervisor reviews finished work to assure methods used are technically accurate and in compliance with instructions or established procedures. Review of the work increases with more difficult assignments if the employee has not previously performed similar assignments.

Guidelines

There are established procedures for doing the work and a number of specific guidelines are

available as a resource. The employee may be required to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt the guidelines to specific cases. The employee may also determine which of several established alternatives to use. Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to the supervisor.

Guidelines include GPTLHB, OHC, and department policies and procedures. These guidelines are generally clear and specific, and deviations must be authorized by the supervisor.

Complexity/Scope of Work

The work consists of related steps, processes, or methods. The decision regarding what needs

to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. Actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or

entries, or other differences of a factual nature.

The work involves the performance of specific, routine operations that include a few separate

tasks or procedures. The work product or service is required to facilitate the work of others; however, it has little impact beyond the immediate organizational unit or beyond the timely provision of limited services to others. This level of scope and effect is typically representative

of entry level positions within the organization.

Contacts

The personal contacts are with employees within the department, office, project, or work unit,

and in related or support units. The contacts are with other employees, patients and other customers, and members of the general public in very highly structured situations. The purpose of the contacts and the question of with whom to deal are relatively clear.

The purpose is to plan, coordinate, or advise on work efforts, or to resolve operating problems

by influencing or motivating individuals or groups who are working toward mutual goals and

who have basically cooperative attitudes.

Work Environment/Physical Demands

The work is sedentary. Typically, the employee sits comfortably to do the work. However,

there may be some walking; standing; bending; carrying of heavy items, such as papers, books, boxes, or small parts; or driving an automobile. The employee must be able to read, write, speak and

hear.

The environment involves everyday risks or discomforts that require normal safety

precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility

This position has no formally assigned supervisory responsibility or authority. The employee is

responsible only for the performance of their own assigned work. They may be asked to train new employees in the fundamentals of the jobs or to participate in cross-training of other employees in the department, but such assignments do not include the on-going authority to assign and review work of other employee’s or to recommend or take corrective action with regard to other employees' performance.

Education/Experience/Certificates/Credentials

• High School diploma or GED and one (1) year of experience.
• Possession of or ability to obtain Notary Public Commission from the State of South Dakota within six months if required for assigned area.
• Possession of or ability to readily obtain a valid driver’s license issued by the State of South Dakota with a clean driving record.
• Must successfully pass a criminal and background check, and a pre-employment drug screen.
  
  

The GPTLHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks.

Compliance with our Employee Health Procedure is a condition of employment. You are required to agree that you will comply with all job-related employee health screening and immunizations prior to your first day of employment. Jobs require that you have documentation that you have completed the following immunizations prior to your first day of employment: MMR (Measles, Mumps and Rubella, Varicella (Chicken Pox), Hepatitis B, Influenza, T-dap (Tetanus - Diphtheria - Pertussis), and COVID-19 vaccination is required .