Administrative Assistant to EDTA Intern | Ponca Tribe of Nebraska

Administrative Assistant to EDTA Intern

Administrative Assistant to EDTA Intern

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Open until filled.

Position: Intern, Administrative Assistant to EDTA
Division: Tribal Affairs
Department: Administration
Reports To: Administrative Assistant to EDTA
Location: Open
Exempt/Non-Exempt: Non-Exempt
Salary: Grade 1 ($8.00 – $12.69)
Classification: Part-time (1 year period – May be renewed)

Summary:
Internship for Ponca member who is seeking experience to coincide with their area of interest while starting a post-secondary education program. Aids the department by assisting with a variety of secretarial and clerical duties as directed by the Executive Director of Tribal Affairs (EDTA). Assists with Lincoln office coordination duties.

Essential Responsibilities and Duties:

  • Answer and screen all incoming calls, greet and screen visitors to determine the nature and purpose of the visit, and refer to appropriate program/office.
  • Takes messages when staff is not available for calls.
  • Assist with the maintenance of filing and record keeping pertinent to the work of the EDTA to insure availability of necessary information and confidentiality of the material.
  • Assists with the compilation and tracking of director timecards and leave requests for EDTA.
  • May attend director’s meetings, record minutes and distribute.
  • Assist with the compilation and distribution monthly program and department reports.
  • Assist in preparing outgoing correspondence for the EDTA, ensuring that all errors in correspondence and reports are corrected.
  • Follow all written and oral communications and administrative policies and procedures.
  • Assist with the maintenance of the log of all incoming and outgoing mail and faxes.
  • Aid in recording and maintaining office inventory including office and building keys.
  • Assist with maintaining GSA vehicle logs.
  • May send monthly GSA reports to the Accounting Department.
  • Assists with the coordination of opening and closing of the building.
  • Maintain confidentiality.
  • May compose correspondence, reports, forms, and other documents independently or from transcripts, machines, notes of general instruction form supervisor and staff; proofread material and correct grammar, spelling or word usage; interprets Tribal policy on routine administrative matters and explains procedures to others; make appointments, coordinates meetings and schedule conference rooms/videoconference equipment for supervisors and staff using an online calendar system; prepares travel authorizations/check requests/settlements/reports; arrange hotel reservations and local travel plans for supervisor(s) and staff as assigned.
  • Helps maintain filing system for check requests, request for purchases and equipment inventory; maintain and controls confidential employee or administrative files; schedules office equipment maintenance.
  • May maintain computerized spreadsheets and databases to enter information and generate reports; may produce, revise or refine formal presentation materials using presentation software.
  • Attend staff and other meetings as required.
  • Other duties as assigned.

Relationships and Authority:
This position has no supervisory duties.

Working Environment and Physical Demands:
This position is located in professional office environment.

Qualifications:
Minimum:

  • Enrolled in post-secondary program and maintain passing grades in all class-work.
  • Ability to handle stress, meet deadlines and work independently and as part of a team.
  • Ability to work on and organize multiple projects.
  • Possess or develop computer proficiency in Microsoft Word, Excel, and PowerPoint programs.
  • Make effort to develop written and oral communication skills.
  • Must successfully pass drug and alcohol testing, education, character, and criminal background check.

Preferred:

  • Must have valid driver’s license and be insurable.

Tribal Council Approval: 5/18/2014 Rev. 06/20/2015 Rev 08/07/2015 Rev 09/17/2016