Administrative Assistant

Position Summary

The Administrative Assistant provides administrative support to their assigned department. This individual works independently to complete assignments and provides specific clerical and administrative support to department management and staff. Assignments include, for example, completing travel requests, purchase orders, assisting in coordinating board meetings, and other events. In addition, the position serves as a member of the clerical pool.

Essential Functions

• Drafts, composes, and types memos and correspondence as requested.
• Prepares packets for all program meetings.
• Types proposals, reports, and minutes according to established formats.
• Takes and transcribes minutes of Program Director’s and other HSD\-sponsored meetings.
• Assists in the planning, coordination, and implementation of special programs, conferences, workshops, Committee meetings, and the CRIHB Internal Review Board (IRB).
• Takes the lead in identifying and reserving conference rooms for meetings.
• Attends meetings when requested for the purpose of staffing registration, coordinating facility staff, active participation, and to record proceedings and gather data on health and community\-related issues.
• Responds to routine requests for program information.
• Works with assigned HSD staff to prioritize assignments.
• Maintains program filing system and maintains program mailing lists.
• Operates general office machines.
• Regular and predictable attendance.
• Other duties as assigned.

Additional Responsibilities

• Maintain a valid, unrestricted Driver’s license and ability to be insurable under CRIHB’s automobile insurance.
• Position requires occasional overnight travel within CRIHB’s service area.
• Requires the ability to drive up to seven (7\) hours a day.

Qualifications

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CRIHB recognizes equivalent combinations of education and progressively responsible experience; however, a high school diploma or equivalent remains the minimum educational requirement for employment.

• Associate degree in Business Administration, Office Management, or a related field is required, AND a minimum of two (2\) years of progressively responsible administrative or clerical experience, including at least six (6\) months in a directly related function such as data entry, accounting support, contracts, or program assistance.
• In lieu of an associate degree, applicants must have two (2\) additional years of progressively responsible work experience (total of four (4\) years), including at least six (6\) months in a related area such as accounting, contracts, or program support.
• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• In lieu of a bachelor’s degree, applicants must have an additional two (2\) years of progressively responsible administrative experience beyond the associate\-level baseline (total of six (6\) years) demonstrating increased responsibility or specialization.

Knowledge, Skills, and Abilities

• Must be able to type accurately 65 WPM.
• Must have knowledge of general office machines, modern office methods, and business English usage.
• Must be able to assume individual initiative and have the ability and flexibility to work overtime and attend night and weekend meetings when assigned.
• Proficiency with Microsoft Office Suite, Office 365, and standard office equipment (e.g., copier, scanner, multi\-line phone).
• Strong verbal, written, and interpersonal communication skills with the ability to interact professionally with a wide variety of individuals.
• Excellent organization and time management skills with the ability to handle multiple priorities and meet deadlines.
• Strong attention to detail and accuracy in data entry, filing, and record keeping.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Demonstrated initiative and reliability with the ability to work both independently and collaboratively under limited supervision, with flexibility to adapt to changing priorities.
• Ability to lift and transport office materials or equipment weighing more than five (5\) pounds.
• Demonstrated commitment to confidentiality, equity, and American Indian self\-determination.

Cultural CompetencyThis position requires an awareness and a profound respect for American Indian / Alaska Native traditions, customs, and socioeconomic contexts. It also requires the ability to work effectively with Tribal organizations, demonstrating tact, courtesy, discretion, resourcefulness, and sound judgment when handling sensitive matters.

Indian PreferencePreference in hiring is extended to qualified American Indians or Alaska Native applicants in accordance with CRIHB’s Indian Preference policy, as provided under Title 25 U.S.C. § 5307(b). This policy ensures that qualified Native applicants receive priority consideration in the hiring process. However, the final selection is based on a comprehensive evaluation of all candidates’ qualifications, experience, and alignment with the specific needs of the position. Applicants claiming Indian Preference must submit verifiable documentation of their status, such as certification from their Tribe of affiliation or other acceptable proof of Indian heritage as required by CRIHBNotice: Sovereign ImmunityPlease take notice that sovereign immunity extends to CRIHB as an inter\-tribal organization and arm of its consortium tribes and Tribal organizations. CRIHB is not governed by California’s labor laws, including the state’s wage and hour laws or its Family Medical Leave, and Pregnancy Leave laws and regulations. The CRIHB’s utilization of certain state family medical and pregnancy leave benefits, or any other benefit, is discretionary and shall not be construed as a waiver of sovereign immunity of the CRIHB. The CRIHB may provide information and documents that reference state laws or regulations from time to time, and in the event of inconsistency or conflict, the CRIHB’s policy shall govern. The CRIHB disclaims jurisdiction of any state enforcement. Nothing herein or otherwise shall be construed as a waiver of sovereign immunity of the CRIHB.