Administrative Assistant

$44,099 - $44,099/Yr

Navajo Nation Department of Personnel Management - Window Rock, AZ

Full-time - Entry Level

Window Rock, AZ

Administrative and Support Services

About the position

The Administrative Assistant will provide comprehensive administrative support to ensure the efficient operation of the office. This role involves coordinating various administrative tasks, maintaining filing systems, preparing reports, and assisting with budget preparation. The position requires strong organizational skills and the ability to manage multiple responsibilities effectively.

Responsibilities

• Coordinates and provides administrative technical knowledge and support to ensure efficient operation of the office.
• Composes documents and correspondence for supervisor signature.
• Maintains knowledge of all programs within the department and provides accurate information and referral services.
• Prepares and compiles quarterly reports for all programs within the department in a timely and accurate manner.
• Establishes and maintains an advanced/detailed manual and automated filing system.
• Works closely with Contracts and Compliance Officer in maintaining an organized filing records system.
• Works directly with Senior Accountant in budget preparation estimates and monitoring to assure fiscal accountability.
• Completes the requirements for FMIS access and 6B roll out.
• Prepares accurate expenditure reports in a timely manner for proper reimbursement to staff.
• Provides administrative support to ASO and/or Senior Accountant in following up with contractors, organizing payments, and completing necessary documents for timely processing of payments.
• Coordinates travel and lodging arrangements for staff and Advisory Council, prepares and distributes agenda and meeting materials.
• Oversees support activities such as answering telephones and resolving inquiries of visitors.
• Coordinates and monitors defined projects such as assisting with grants preparation of documents.
• Provides information requiring interpretation of policies and procedures, serving as liaison to internal and external entities.
• Manages accounts and performs fundamental bookkeeping for the program.
• Initiates and maintains records of encumbrances and expenditures.
• Takes a lead role in preparation of budget estimates and processes purchase requisitions and payment of invoices.
• Collects and compiles statistical, financial and other information for special or periodic reports.
• Performs other duties as assigned by supervisor, director or assistant director related to financial and data management activities.

Requirements

• An Associate's degree in Business or related field.
• Three (3) years responsible office administration and management experience, or an equivalent combination of education and experience.
• Must pass a criminal background check prior to date of hire.
• Possess a valid State Driver's License and acquire a Navajo Nation Tribal Operator's Permit within thirty (30) days of employment.
• FMIS Certification Requirement.