Administrative Assistant

Administrative Assistant

• Provide administrative assistant services to MNHS Executive Director & Programs Administrator.
• Follow established guidelines to purchase materials & goods.
• Identify & secure goods, services, & materials. Interact with suppliers & vendors to obtain favorable pricing terms, products specs, & availability. Coordinate with MNHS Business Department to ensure procurement needs are being met in a timely manner.
• Ensure all program sites have the necessary supplies for day-to-day operations & purchase supplies as needed & approved.
• Collect employee purchase requests. Follow the established protocol for Amazon & other vendor orders before submission to Modoc Nation Accounting department. Code Amazon orders in collaboration with the Business Office Director. Reconcile orders to ensure all purchases are complete & documented.
• Coordinate with sites on expected delivery of materials & goods. May also be responsible for the distribution & delivery of purchases.
• Resolve issues with returns, replacements, & credit reimbursements.
• Collect receipts, delivery slips, & mail for all locations.
• Responsible for issuing and tracking employee use of program debit cards via PO #. Must obtain approval for purchases prior to issuing PO #.
• Complete debit documentation and submit documentation to Modoc Nation Accounting department.
• New employee onboarding for MNHS: Initiate process for staff to obtain ID badge, key fobs, email access, EMR credentials, & enrollment, SharePoint access, etc. for all facilities.
• Track CPI, CPR, & First Aid trainings to ensure timely employee renewals.
• Act as liaison between contracted agencies and / or vendors & MNHS to ensure fulfillment of duties & services.
• For all contracted individuals or agencies ensure W-9 is obtained & ensure billed services match contractual agreement.
• Maintain & track when contracts / MOUs / BAAs need to be updated. Develop rough drafts for renewal of contracts & provide to MNHS Executive Director & Programs Administrator to formalize.
• After obtaining approval for staff trainings, assist the Business Office Assistant in the purchase of the trainings & any travel accommodations needed.
• Assist Outreach Coordinator and with outreach duties to include organizing and tracking inventory and assisting with the facilitation of outreach events (preparation of materials, setup, distributing materials throughout the community).
• Attend All Staff meetings once monthly and all other meetings as required.
• All other duties as assigned.

Qualifications:

• High school diploma or equivalent work experience required.
• Associate degree in marketing, business, health administration, human services, or related field preferred.
• Ability to pass pre-employment urine drug screen & background check.

Application Period:

Position open for applications from 08/14/24 through 09/14/2024 or until position filled.

Native American Preference:

“Native American preference will be observed in all hiring practices. Preference will be given

first to qualified applicants who are Modoc Nation members and then to qualified applicants

who are members of other tribal nations.”

Job Type: Full-time

Pay: $30,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Miami, OK (Required)

Ability to Relocate:

• Miami, OK: Relocate before starting work (Required)

Work Location: In person