Starting Wage Range: $24.60/hr. - $31.84/hr.

Job Summary:

The Administrative Assistant plays a vital role as the first point of contact for visitors at the Employment Service Center, encompassing TERO, 477, and Human Resources. Provides administrative and reception support for the Human Resources Department, contributing to its mission of recruiting, developing, and retaining employees. 

Essential Functions:

• Assists with various HR projects, including Employment, Benefits, and Employee Relations initiatives.
• Welcomes employees, visitors and community members to the Employment Service Center.
• Assists with the collection of I-9 Employment Eligibility paperwork.
• Processes, files, and organizes records in both digital and paper systems.
• Creates, maintains, and reviews records retention schedules to meet department and governmental requirements.
• Accepts incoming documents, and forwards to appropriate Human Resources staff for processing.

• Proofreads documents and verifies accuracy of work.
• Sorts, screens and appropriately routes HR office mail.

• Assists with planning, scheduling, and setup of HR-related activities.
• Schedules appointments, meetings, training, and conference rooms. Sets up conference room tables and chairs according to booking preference.
• Prepares purchase orders, monitors supplies, and ensures use of the latest forms.
• Assists applicants with completing on-line applications, reviews for completeness and responds to applicant inquiries.

• Assists in updating HR-related forms, documents, and employee phone lists on the Tribe's Intranet and updates social media.
• Assists with collecting pre-employment and new hire paperwork.
• Assists applicants on the status of their employment applications e.g. letter, phone, and e-mail.
• Assists with tracking recruitment information and generating reports as needed.

• Processes equipment requests and Facilities Work Order requests.
• Performs a variety of other duties as assigned by supervisor. 

Education, Experience, and Licenses:

• Requires a high school diploma or GED.
• Requires two (2) years administrative assistant or clerical experience, with preference for experience in a human resources or office assistant role involving computer software applications and multi-line phone use.
• OR equivalent combination of education, training and experience.
• High Security gaming license issued by the Grand Ronde Gaming Commission. 

Driving Requirements:

• This position may require driving. 

Qualifications, Registrations, and Certifications:

• Must be able to pleasantly greet customers on the phone and in person.
• Ability to determine customer needs and refers to appropriate HR staff member or department.
• Requires frequent interaction with a wide variety of guests, each exhibiting varying behaviors and temperaments.
• This role requires a high level of communication and interpersonal skills, and necessitates the skills, experience, and willingness to effectively de-escalate situations while maintaining composure and ensuring personal safety.
• The ability to engage with empathy, patience, tact and professionalism in challenging interactions is a fundamental requirement of this role.
• Requires the demonstrated ability to maintain discretion and confidentiality involving contact with employees, clients, committee members, applicants and guests.
• Must be able to respond to simple and moderately complex customer requests and inquiries.

• Proficiency in word processing, spreadsheets, and presentation software, particularly Microsoft Products. 
• Requires strong commitment to accurately complete task, problem solve, demonstrate initiative and organizational skills, attention to detail, and personal integrity.
• Requires ability to work independently with general direction.
• Requires the ability to add, subtract, multiply, divide in all units of measure, using whole numbers, fractions & decimals; computes rates, ratios and percentages.

• Requires the ability to work in a fast-paced and challenging environment with multiple, changing priorities, while delivering quality service within strict time limitations.

• Requires the ability to operate a variety of office equipment such as: computer, printer, fax, copier, scanner, shredder, etc.

• Knowledge of and sensitivity to Native American culture is required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires being located at a desk for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• May be called upon to serve as a Disaster Reservist during emergencies.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.