Auto Shop Assistant | Bay Minette, AL

Administrative and clerical jobs encompass a range of office-based roles that are essential for the smooth functioning of organizations. These positions often involve tasks such as data entry, managing correspondence, scheduling appointments, and maintaining records. Key features of administrative/clerical jobs include strong organizational skills, attention to detail, and proficiency in office software. Employees in this field are typically great communicators and are able to multitask effectively in a fast-paced environment. Though duties can be diverse, they all contribute to the administrative support structure of a business.

Administrative/clerical jobs involve a range of office support and secretarial roles that are crucial to the smooth operation of any business or organization. These positions typically include tasks such as data entry, managing correspondence, scheduling appointments, answering phones, and maintaining files. Employees in these roles must be organized, proficient in various office software, possess strong communication skills, and be capable of multitasking. Key traits for success in administrative and clerical jobs include attention to detail, reliability, and the ability to work both independently and as part of a team. These roles often serve as the backbone of a company, ensuring efficient workflow and supporting other departments.

Yes Opening Date: Thursday, January 4, 2024 Closing Date: Thursday, January 11, 2024 by 5:00 pm Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

Overall Objectives of Position The Administrative Assistant provides assistance to the Director- Buildings and Grounds through secretarial functions and administrative coordination support to effectively discharge the responsibilities required by the department.

This job description is not an all-inclusive list of the duties and responsibilities necessary to meet the goals and objectives of applicable programs. The Administrative Assistant is expected to perform all duties and

responsibilities necessary to meet the goals and objectives of applicable programs. The Administrative Assistant is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.

Primary Responsibilities of the Administrative Assistant Coordinates travel arrangements for Department Staff. Provides clerical and administrative support functions including preparing, typing, and proofreading a wide variety of correspondence and reports as assigned by the appropriate Management. Schedules and maintains a centralized calendar of appointments, meeting, appearances, etc. for Department Staff as assigned. Responsible for taking and transcribing

minutes of staff and other meetings within the Department as directed.

Responsible for maintaining the Department’s centralized files, including program files for numerous projects; Departmental employee files; and other needed files. Assists the Director- Buildings and Grounds and relevant staff in administration of program budgets, including accounts payable/receivable, and the preparation of all monthly, quarterly, and annual reports required ensuring accountability in the administration of applicable Tribal programs as assigned by the Director or appropriate Management. Type purchases orders for monthly bills incurred by the Buildings and Grounds Department or as needed by the Director.

Orders various supplies that are needed in the office and maintains inventory. Communicates effectively with appropriate Facilities Division Management regarding Buildings and Grounds Department Operations. Serves as a liaison for the Buildings and Grounds Department in communication with the Facilities Division Executive Assistant. Ensures that office supplies are adequately stocked; orders necessary supplies in a timely manner. Assists the Buildings and Grounds Director in administration of program budgets and the preparation of all monthly, quarterly, and annual reports required ensuring accountability in the administration of applicable programs.

Performs other duties as assigned by the appropriate person. Day-to-day Responsibilities Provides clerical and administrative support functions including preparing, typing, and proofreading a wide variety of correspondence and reports. Works in close proximity with the Buildings and Grounds Director to assist in the decision making for operations, budget, and planning. Sorts and distributes incoming mail for the Buildings and Grounds Department & outgoing mail to the mail room or other Departments.

Works closely with both Accounting Departments to keep an accurate account of all billings that occurs in the Department. Meets and greets the public and directs them to the proper staff. Assist other Team Members as assigned. Schedules and maintains a centralized calendar of appointments, meeting, and appearances for department staff. Responsible for taking incoming phone calls and relaying messages and instructions to the appropriate staff. Maintains files and records as requested and obtains appropriate documents, files, and other information. Generates and processes necessary purchase orders.

Education/License/Certification and Experience Requirements Associate’s Degree in Business administration or related field and/or a combination of education and related employment experience in a confidential business/office setting equivalent to two (2) years. A minimum of college level Principles of Accounting I and II preferred. Skills Required Must maintain a record of dependability and promptness. Must be well organized and possess attention to details. Ability to work in a high performance, fast paced, high pressure environment. Willing to work independently and to relate effectively with the public.

Adept at multi-tasking, have unquestionable integrity, with an uncompromising commitment to quality. Skilled in the operation of standard office machinery including a ten-key, copier, facsimile, and other similar equipment. Must have a working knowledge of computers with the ability to work in a Windows environment with various software programs such as Word, Excel, etc. Must successfully pass pre-employment computer skills exam. Demonstrated proficiency in English, spelling, punctuation, and writing composition. Must successfully pass applicable knowledge, skills, and abilities exams.

Ability to communicate effectively, both verbally and in writing, to a diverse audience. Skilled and mature in making valid judgments, demonstrated ability to establish workload priorities and balance diverse projects. Absolute confidentiality. Additional Requirements Ability to work odd and irregular hours, as needed. Must possess a valid state driver’s license and an insurable driving record according to Tribal insurance guidelines. Ability to travel and participate in required training, leadership development, and other events. Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application. Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment. INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION: In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-Indian In the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-Indian In order to receive preference, the appropriate documentation must be submitted.

COMPLAINTS ABOUT RECRUITMENT PROCESS: Complaints about the recruitment or selection process for employment should be directed in writing to the Human Resources Director of PCI Tribal Government.

An applicant who disagrees with any issue related to the application or hiring process may submit a letter to Human Resources within ten (10) calendar days from the date the applicant knew or should have known that an adverse hiring decision had been made. Human Resources will provide a written response within fourteen (14) calendar days informing the applicant of any administrative remedy to be provided. The decision of the Human Resources Director shall be final and not subject to further administrative appeal. Any applicant who has exhausted all administrative remedies may be eligible to file a complaint with the TERO Office.

Jason B. Rackard Human Resources Director 5811 Jack Springs Rd. Atmore, AL 36502 251-368-xyz X Powered by Jazz HR

Administrative/Clerical jobs encompass a range of roles within organizations that are pivotal for maintaining efficient office operations. These positions often involve tasks such as data entry, phone handling, filing, scheduling, and supporting other staff. Individuals in these roles typically possess strong organizational skills, attention to detail, and the ability to multitask. They serve as the backbone of a company’s daily functions, ensuring that information is managed effectively and communication channels are kept open. With the rise of technology, many administrative/clerical workers are also adept at using various software to streamline office processes.