Administrative Assistant_Maintenance & Operations

**JOB PURPOSE:** Performs a variety of clerical and secretarial duties in a department or location. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. *This position description indicates in general the nature and levels of work, knowledge, skills, and abilities. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.* **JOB DUTIES & RESPONSIBILITIES:** - Serves as the first point of contact for the department. - Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. - Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. - Screens incoming calls and correspondence; exercises judgment and responds accordingly; receives, sorts, logs, and routes mail. - Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary. - Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, work orders, and other documents and communications from drafts, recordings, or verbal instruction as requested. - Coordinate and input purchase requisitions for department. Gather all necessary documents for PR's and ensures copies for department and business office are submitted. - Acts as primary liaison for department with students, staff, faculty, and outside constituents. - Assist Supervisor in processing timesheets to payroll. - May assists student organizations with administrative support. - Schedules workshops, instructors, and rooms; assists instructors with course setup and other training requirements. - Produces or coordinates the production of material required by department. - Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling. - Maintains financial records; processes accounts payable, purchasing, book orders, and travel documents. - Schedules department events and activities; classroom schedules, manages departmental or manager's calendar. - Attends meetings and takes minutes as requested. - Establishes and maintains an effective filing and retrieval system. - Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair. - Photocopies, collates, distributes, and files documents. - Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes. - Maintains inventory of office supplies. - Maintains confidentiality of all privileged information. - May provide guidance to work study students and tutors. - Performs other duties as assigned. **MINIMUM QUALIFICATIONS/REQUIREMENTS:** - Associate's Degree in Business Administration or related field. A Bachelor's degree in the same discipline is preferred. - Three (3) years administrative, customer service or secretarial experience is required. - Must be able understand and speak conversational Navajo. - Valid and clean state driver's license. - Must be able to pass background check, with NO prior convictions of any felonies. ***The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position.*** **KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:** - Knowledge of modern office practices, procedures, and equipment. - Knowledge of planning and scheduling techniques. - Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint). - Organizing and coordinating skills. - Database and records management skills. - Ability to create, compose, and edit written materials. - Ability to make administrative/pro…