Administrative Assistant

SUMMARY: Yocha Dehe Wintun Nation (Yocha Dehe or Tribe) is a federally recognized tribal government. The Tribe’s mission is to provide for the health and welfare of its people, to govern its own lands and affairs with sovereign independence and in a manner consistent with its cultural values, and to enhance and diversify its economy for the overall good of the nation. Yocha Dehe’s governing body, its elected Tribal Council, is charged with implementing this mission. As a federally recognized tribe, Yocha Dehe exercises a government-to-government relationship with the United States, as well as with the State of California and local governments, and the Tribe actively engages with outside agencies and officials, local stakeholders and members of the public.

POSITION SUMMARY: The Administrative Assistant is a joint position who will support the Building Code Compliance Department and the Facilities and Infrastructure Department. This position will provide essential administrative and clerical support to ensure the smooth operation of construction and maintenance of tribal facilities, buildings, and infrastructure projects. This position requires the ability to work efficiently and effectively in a fast-paced office environment and is expected to handle sensitive and confidential information. The Administrative Assistant must be a self-starter, customer service focused, have a high level of organization and concentration, and be able to stay on task through completion. This position facilitates communication between department staff, other tribal government departments, contractors, vendors, and community members, supporting the department’s mission to maintain and improve tribal assets with respect for tribal culture and sovereignty.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation.

• Provide administrative support to departmental leadership and staff, including scheduling meetings, managing calendars (for staff, inspections, and consultants), and preparing agendas, minutes, reports, and organizational charts.
• Perform general office coordination and clerical duties such as answering phones, managing emails, copying, filing, mailing, data entry, and handling departmental correspondence and deliveries.
• Prepare, proofread, and edit letters, memoranda, and reports from draft input with attention to detail.
• Support communication with third-party contractors, service providers, and inspection agencies; track services such as plan reviews and inspections.

• Assist internal staff, contractors, vendors, and community members in responding to inquiries, service requests, and project coordination.
• Deliver courteous and culturally respectful customer service and ensure timely communication between departments and external partners.

• Coordinate and track work orders, preventive maintenance tasks, inspections, and project milestones using systems like Maintenance Connection.
• Schedule construction and facility-related inspections for Tribal lands and facilities, including coordination with third-party service providers and contractors.
• Assign work orders to appropriate internal teams or vendors for repair, maintenance, or installation services.

• Coordinate services with vendors and contractors for janitorial, pest control, waste management, uniforms, construction, and other facility-related or compliance services.
• Assist with contract preparation, issuance, tracking, and compliance monitoring, including Certificates of Insurance and renewal timelines.
• Support procurement activities, including obtaining bids, drafting purchase orders, and managing contracts or change orders.

• Assist with Tribal fleet operations by tracking vehicle licensing, smog checks, recalls, and maintenance schedules; coordinate repairs and ensure regulatory compliance.
• Schedule and support inspections (Tribal, county, or regulatory) and coordinate event setups and facility usage with other Tribal departments.
• Maintain inventory of facility keys and access logs for security and accountability.

• Develop and maintain both electronic and physical filing systems for departmental records such as contracts, permits, inspection logs, work orders, and maintenance documentation.
• Maintain accurate tracking of plan reviews, inspection logs, budget expenditures, and purchase orders with associated account codes.

• Process departmental invoices, check requests, and reimbursements; maintain tracking tools such as pivot tables and spreadsheets.
• Resolve billing discrepancies, monitor budgets, and assist with financial reporting related to facilities and infrastructure, and code compliance projects.

• Assist with processing required background checks (e.g., Megan’s Law) for vendors and contractors when applicable.
• Maintain confidentiality and handle all sensitive Tribal information with professionalism and discretion.

• Assist in developing, updating, and standardizing departmental forms and templates.
• Provide backup and cross-functional support across both departments as needed.
• Perform other duties as assigned in support of departmental operations and Tribal community services.

REQUIRED KNOWLEDGE AND EXPERIENCE:

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Supervisory Responsibilities

This job has no supervisory responsibilities. This position coordinates activities of maintenance and service as well as those of contractors.

Experience and/or Education

High school diploma or equivalent and at least two years of related experience and/or training; or equivalent combination of education and experience. Construction, property management, accounting, fleet management, and or project coordination experience is preferred but not required. Experience working in tribal government or with Native communities is highly valued.

Computer Skills

Must be proficient in Microsoft Office applications with the ability to use multimedia, email, spreadsheets, database management software including internet software, presentation software, and spreadsheet software. Ability to enter and manage data, create detailed reports, and effectively utilize Computerized Maintenance Management software. Proficient typing skills are also required. Knowledge of the Maintenance Connection software is a plus.

Communication and Comprehension Skills

Ability to read and interpret documents such as contracts, Tribal policies, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to calculate figures and amounts such as proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to manage multiple projects and work assignments.

Certificates, Licenses, Registrations

Individuals must be able to successfully pass the Tribal Gaming Agency (TGA) Background Check. Must possess a valid driver’s license and maintain a driving record that is satisfactory to the Tribe’s insurance carrier.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodations.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand, walk, sit and reach with hands and arms. The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job with or without reasonable accommodation.

While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate.

Additional Conditions of Employment

Must recognize and maintain confidentiality and ensure security of sensitive Tribal matters. Must be able to work with diverse population and with cultural sensitivity. Must be willing to sign the Tribe’s Non-Disclosure, Non-Disparagement and Confidentiality Agreement.

Job Type: Full-time

Pay: From $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Will you now or in the future require sponsorship to work in the U.S.?
• Do you acknowledge that successful clearance of a federal level background screening is required for all positions within the Tribal Government.
• Are you able to meet the minimum physical requirements of this position as outlined in the job details, with or without reasonable accommodations?

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office applications: 1 year (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Brooks, CA 95606 (Required)

Work Location: In person