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Administrative Assistant

Property & Acquisitions

Department of Finance

Hourly Wage: $15.43/Regular/Full-Time

Responsible for greeting the public to ascertain the nature of business, manage, and disseminate incoming and outgoing documents for the Property & Acquisition program. Collect, organize and file incoming documents, such as: capital request forms, construction in process forms, and purchase order documentation in accordance to established filing requirements, including maintaining a daily electronic tracking log. Responsible for sorting incoming material and code it numerically, alphabetically or by subject matter; add new information to files in a timely manner and discard outdated materials or transfer them to inactive storage. Further responsibilities include verifying files to make sure that all items are correctly sequenced and placed, researching and/or locating misplaced files, implementing changes to the filing system, and making copies of records and distributing them. Distribute incoming and outgoing daily mail and maintain a daily incoming mail log. Process and generate accounts payable transactions. Maintain staff time and attendance files, and prepare accurate and up-to-date leave audit records. Maintain and organize files utilizing an effective filing system that meets the needs of the office.

Examples of Work Performed:

• Run errands and obtain signatures for routine documents. Compose routine forms and correspondence.
• Process and generate purchase orders, journal entries, and prepare travel authorizations for Property & Acquisition personnel in a timely manner.
• Drop off purchase order and travel authorizations to the Central Accounting office and pick-up checks as necessary and distribute to appropriate vendor and/or Property & Acquisition personnel.
• File all documents accurately and appropriately, including accounts payable and travel authorization records.
• Maintain, organize and order routine office supplies.
• Verify requisitions processed are completed per established purchasing procedures.
• Maintain an up-to-date daily log of program transactions.
• Prepare bi-weekly timesheets and verify all applicable documentation is in order to record time and attendance accurately.
• Work with manager on different filing methods as required.
• Complete assigned duties to ensure work for accuracy, neatness, and conformance with all policies and procedures.
• Locate filed materials upon request, ensuring that materials are given only to authorized users.
• Keep accurate and complete records and forms of filed items creating new files and records as necessary.
• Establish and maintain files, records or other information to meet specific needs, including the responsibility for adapting or improving the methods used.
• Operate equipment such as; copiers, typewriters and calculators as required by the position.
• Perform typing with responsibility for accuracy and basic grammar, punctuation, and spelling.
• As assigned, assist Property & Acquisition personnel with routine office functions.
• Provide cross training to relevant staff in relation to office processes and procedures as required.
• Maintain and promote strict standards of confidentiality and professionalism.
• Perform other duties as assigned by the Property & Acquisition Manager.

Knowledge, Skills and Abilities:

• Knowledge of principles, practices of business administration, general office practices, and procedures.
• Knowledge of the Generally Accepted Accounting Practices (GAAP) and Governmental Accounting Standards Board (GASB).
• Knowledge of Accounting Principles, theories, concepts and terms.
• Ability to perform typing work at an acceptable level of proficiency, as required by the position.
• Ability to establish and maintain effective working relationships as required by the work assignment.
• Ability to communicate effectively both orally and in writing.

• 
  Ability to understand and apply available guidelines to varied operational requirements and to follow

clearly stated oral and written instructions.

• Have strong customer service skills and the ability to meet and deal with the public in a professional, pleasant and courteous manner, and at times in stressful situations.
• Ability to demonstrate initiative and maintain a positive attitude.
• Ability to demonstrate professional telephone etiquette skills.
• Ability to operate equipment associated with the position in a proper manner.
• Ability to demonstrate proficiency in various personal computer applications including Microsoft Word, PowerPoint, Excel and Access.
• Ability to learn Dynamics 365 Accounting System database.

Minimum Requirements:

• Must have high school diploma.
• Two years of experience as an Office Assistant V.
• Required to pass pre-employment drug test.
• Required to pass pre-employment background check.
• Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.
• Must have excellent time and attendance record.
• Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.

Preferred Requirements:

• Associate Degree in Business, or related field.

NOTICE TO APPLICANTS: The Yakama Nation is an Equal Opportunity Employer.

PRE-EMPLOYMENT DRUG TEST: Is required for Pre-Employment with the Yakama Nation. During employment, tribal employees are also subject to random testing (YN Personnel Policy Manual, Chapter 2.9.6, Section (a), (g), Alcohol and Drug-Free Workplace Policy).

TRAINEE: The Yakama Nation reserves the right to practice Indian Preference by selecting an Indian applicant as a trainee at a reduced pay rate than announced. A training plan is developed to assist employee to reach required qualification requirements and performance level. After completing training plan, work performance will be evaluated. Upon satisfying qualification requirements, employee will obtain entry level pay.

INDIAN PREFERENCE: In efforts to practice Self-Determination, the Yakama Nation grants Indian Preference for employment, promotions, and transfers to its employees and qualified applicants as appropriate. This may limit career opportunities for non-Indian applicants and candidates.

Preference for employment will be granted to qualified individuals meeting minimal qualification criteria in the following order pursuant to the YN Personnel Policy Manual Section 2.1.3:

• 10-points= Enrolled member of Yakama Nation.
• 8-points= Indian (enrolled) spouse of an enrolled Yakama member.
• 6-points= Other Indian (member of a federally recognized tribe).
• 8-points= Indian (enrolled) descendant of enrolled Yakama member.
• 2-points= Non-Indian spouse of an enrolled Yakama member.
• 0-points= Non-Indian.

Personnel Policy Manual Section 2.1.4:

• Positions funded under non-638 federal funding: 8-points= Indian (member of a federally recognized tribe).

VETERAN PREFERENCE: Is pursuant to Section 402 of the Vietnam Era Veteran's Readjustment Assistance Act of 1974. For verification, must provide a copy of honorable DD-214.

Application points using the weighted point factor system: Disabled Veterans receive 10 points; All other Veteran's receive 5 points.

IMMIGRATION: If selected for employment with the Yakama Nation, you will be required to provide documentation stating you are authorized to work in the United States.

SELECTIVE SERVICE: All males born after December 31, 1959 must be registered with the Selective Service. To our knowledge, you may sign up at the U.S. Postal Service in your local area.

TO APPLY: https://yakama.isolvedhire.com/ Yakama Nation Human Resources, P. O. BOX 151, Toppenish WA 98948.

Phone: (509) 865-5121, X4387, X4833. Fax: (509) 865-8777 email: [email protected]

If you are mailing or faxing application, please state Job Announcement No. on your cover sheet.

Questions, please call the YN Human Resource Office.