JOB TITLE: War Chief Administrative Assistant
PAY GRADE: NE7
FLSA STATUS: Non-Exempt
DEPARTMENT: War Chief
REPORTS TO: Financial Specialist/War Chief Secretary
GENERAL PURPOSE:
This position is responsible for providing a high level of professional support for the War Chief’s Office.
Performs a variety of administrative and staff support duties. 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 may not include all of the listed duties, nor do all of the listed examples include all tasks which may be found or assigned to this position.
ESSENTIAL FUNCTIONS:
Serves a primary point of initial contact on any matter directed to War Chief’s Office. Researches and prioritizes incoming issues and determines appropriate course of action, referral and/or response.
Welcomes visitors, answers phones, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
Resolves routine administrative problems and answers inquiries concerning activities and operations of department.
Coordinates and performs a range of staff and/or operational support activities for the department; serves as a liaison with other departments in the resolution of day-to-day administrative and operational problems.
Schedules meetings, setting up meeting rooms, managing executive requests, receiving and reviewing all incoming documents that are time sensitive and returning timely and efficiently organizing other functions related the War Chief’s Office to include Governor’s Office.
Operates personal computer to compose and edit correspondence and/or memorandum from dictation, verbal direction, or from knowledge of established department policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
Keeps track of all documents incoming and outgoing and maintains applicable documents both electronically and hard copy.
Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
Maintains office appearance neat and clean, representing the War Chief’s Office.
Ensures coffee/beverages are available for staff and visitors.
Ensures office fully stocked with the necessary office supplies.
Requisitions supplies, printing, maintenance, and other services.
Performs other duties as assigned.
SUPERVISION EXERCISED: N/A
MINIMUM QUALIFICATIONS:
High School Diploma or GED and three years administrative or secretarial experience, accounting or bookkeeping experience. Associates Degree in Administration or related field preferred. Tiwa speaking preferred. Must be able to pass drug test and background check, with NO prior convictions of any felonies.
Taos Pueblo reserves the right to exercise preference in hiring for qualified Tribal members/Indians in connection with all positions.
Page 3 Effective November 2022
KNOWLEDGE, SKILL AND ABILITY:
PHYSICAL DEMANDS:
While performing the duties of this job, the employee regularly is required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to climb or balance. The employee occasionally is required to stand; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT:
Work is regularly performed in an office setting with a low noise level. Evening and/or weekend work may be required.
