Administrative Support Specialist

Job Description:

SUMMARY

The Administrative Support Specialist provides general clerical and administrative support to the Finance Department, assisting with documentation, coordination of office activities, and communication with internal staff and external vendors.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES:

• Prepares, processes and distributes departmental correspondence, reports and internal communications.
• Supports scheduling and coordination of meetings, deadlines and departmental calendars.
• Initiates, prepares, and submits departmental requisitions, ensuring accurate documentation and proper routing for review and approval.
• Serves as primary point of contact for the Finance Department by managing incoming phone calls and directing inquiries to appropriate staff.
• Assists with procurement activities, including the receipt and distribution of incoming products and materials.
• Provides general administrative and archival support to the Finance Department as assigned.
• Maintains and organizes digital and physical records, ensuring accurate categorization and tracking of files.
• Reviews, scans, digitizes, and classify documents using established scanning technology and designated software systems
• Applies established archival principles and best practices in daily document management tasks.
• Ensures compliance with legal, ethical, and confidentiality standards related to document handling and record retention.
• Stocks and replenishes items in the breakroom vending machine.
• Works independently and collaboratively, while remaining in the assigned work area and maintaining required post coverage throughout the scheduled shift.
• Collaborates efficiently and effectively while consistently demonstrating professionalism and maintaining positive, respectful relationships with internal teams, external partners, and Tribal members.
• Other duties as directed by management.

LEVEL OF AUTHORITY & RESTRICTIONS

• This position requires working independently without overseeing others and no authority in decision making.

PHYSICAL & MENTAL DEMANDS

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Must be able to sit and type for long periods of time.
• Requires the ability to manage moderate levels of stress arising from schedules, workload, diverse or adversarial stakeholders, etc.

WORKING CONDITIONS & ENVIRONMENT

• May require working occasional nights and/or weekends.
• Standard office setting with moderate noise and periodic interruptions.
• May be required to attend meetings, conferences and Tribal events.
• Must be willing and able to travel both locally and within the CTCLUSI service delivery area.

Experience and Skills:

MINIMUM JOB REQUIREMENTS

• Must be 25 years of age or older per our vehicle use policy.
• Must have a valid driver’s license and be able to be insured to drive Tribal Government vehicles.
• High School Diploma or equivalent.
• 1 year experience working with filing or archival experience; electronic filing preferred.
• Experience and proficiency in the use of Microsoft products (Excel, Outlook, PowerPoint, Word, etc).
• Must be highly organized, self-motivated, and capable of managing complex projects while independently fulfilling all job responsibilities with minimal supervision.
• Ability to communicate clearly and effectively in English, verbally, in writing or by other acceptable means.
• This position will be subject to pre-employment drug testing and criminal history background check, which will include fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.