Tribal Public Health Administrative Assistant

The Office of Tribal Public Health (OTPH) Administrative Assistant should be professional, a multi-tasker and possess excellent communication skills. They will be responsible for maintaining polite, proficient communication and providing administrative support to the OTPH Diabetes & Dental Support Centers. The incumbent may also provide clerical support to various staff members within the department or to committees to contribute to efficient operations. The ideal candidate is resourceful, a good problem solver, and has an upbeat attitude.

Exempt/Non-exempt and Salary Range:
The OTPH Administrative Assistant is a non-exempt position with a starting rate of $17.40 per hour.

Reporting Relationship:
The OTPH Administrative Assistant is supervised by the Diabetes Control Officer.

Location:
Nashville headquarters.

Duties and Responsibilities:

1. Prepare letters, reports, meeting agendas, documents, and a variety of other material from rough draft, clear copy, or notes, using Word processing software, including formatting, data collection and tabulation.

2. Process travel requests and close-outs including flights, rental vehicles, hotel reservations, registrations, travel advance, expense reports and reconciling credit card statements.

3. Prepare and send correspondence and form letters on general matters where instructions are clear, and precedence is followed.

4. Facilitate completion, collection, and flow of required forms/documents such as purchase orders invoices/requests for payment, requests for information, and travel vouchers.

5. Schedules meetings, secures meeting location, notifies appropriate individuals of meeting details through e-mail, Zoom, Teams or other source, and purchases refreshments if needed.

6. Maintains various reference files: computer and manual filing systems, assembles and organizes data, and prepares necessary reports.

7. Conduct research for inclusion into reports; recognizes variations and verifies completeness and accuracy of printed material.

8. Follow-up with correspondences via email, phone or in-person/virtual meetings and generally assist in supportive clerical work.

9. Professionally resolve or refer administrative issues as appropriate.

10. Reviews and verifies documents, general reports and records for accuracy and conformance to departmental rules and procedures.

11. Applies established policies and procedures where clear and ample precedents have been established; searches documents to answer factual inquiries and to locate information.

12. Handle sensitive information in a confidential manner.

13. Other duties as assigned by supervisor.

Qualifications & Requirements:

1. Associates Degree in Business Administration, or closely related field, obtained from an accredited college or technical school that has equipped the applicant with the specific knowledge, skills and abilities to successfully perform the duties of the position. Documented experience in a paid related position will be considered in lieu of a degree.

2. Knowledge of office management systems and procedures.

3. Excellent computer skills, proficient in Microsoft Office Suite.

4. Excellent verbal and written communication skills.

5. Strong organizational and planning skills.

6. Must possess cultural sensitivity and ability to work within the customs and traditions of various tribal groups.

7. Excellent time management skills and ability to multi-task and prioritize work.

8. Ability to thrive in diverse environments.

9. Desire to be proactive and meet the needs of others.

10. Must be able to work in a team-based environment.

11. Ability to travel and work irregular hours, on an as needed basis.

USET/USET SPF is committed to Native American preference and is an Equal Opportunity Employer.

Job Type: Full-time

Pay: From $17.40 per hour

Expected hours: No less than 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Relocation assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Are you a citizen of a Federally Recognized Tribal Nation?

Ability to Relocate:

• Nashville, TN 37214: Relocate before starting work (Required)

Work Location: In person