Secretary (Community Relations)

Definition
Under general supervision of the Director, provides administrative office support and assistance for the department and its divisions. This job class is treated as FLSA non‑exempt.

Essential Functions
Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is illustrative only and is not intended to be a comprehensive list of tasks performed by all positions in this classification.

Acts as a primary customer service representative for the department

Answer and redirects phone calls

Responds to inquiries via telephone and/or email

Orders and maintains supplies and marketing materials

Assist with data collection and reports

Assist with processing through PeopleSoft and Time and Labor

Assist in maintaining special programs handled through the department with application process, posting and maintaining eFiles and acts as a liaison with the processes

Maintains the outdoor marquee messaging boards using Venus 1500 software

Maintains the Community Announcement and Calendar webpage by reviewing for accuracy, approving and uploading in a timely manner

Maintains the department monthly mail out

Demonstrate the ability to multi‑task

Compiles statistics, data gathering for analyzing, budget process, quarterly and annual report

Provides assistance as needed for department divisions as assigned

Assist with current and new communications tools as assigned

Special Projects

Assist with events and activities and special projects

Assist with tours for groups as assigned

Develops notices including emergencies, construction and road closures

Assist with mentoring student workers, day workers and temporary staff to perform efficiently and effectively

Miscellaneous
Performs other job related duties as assigned by the Director or designee.

Knowledge, Skills, Abilities and Other Characteristics

Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government

Knowledge of advanced customer service principles and techniques

Knowledge of department policies, practices and procedures

Knowledge of computerized office systems

Knowledge in collecting data and reporting

Skill identifying and maintaining confidentiality of sensitive and important information

Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations

Skill with organizational tasks and multitasking

Skill using the personal computer and related software including MS Windows and MS Office

Ability to effectively handle more complex assignments

Ability to provide excellent customer service

Ability to clearly communicate verbally and in writing

Ability to adapt to changing work situations and assignments

Ability to work effectively and calmly in a high‑stress work environment

Ability to respond to inquiries in a timely, accurate and courteous manner

Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Office Manager or Director’s attention

Ability to be flexible, adaptive and work effectively in a fast‑paced environment

Ability to function effectively in a professional, friendly and outgoing manner

Ability to lift and carry 50 lbs

Education
Graduation from High School or GED equivalent required.

Experience
Two (2) years full‑time work experience performing secretarial and administrative tasks required.

Equivalency
Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position will be considered.

Underfill Eligibility
An enrolled Community Member who closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2‑19. Underfill may be required to work after normal business hours including evenings, weekends and holidays.

Drug and Alcohol Testing

Prior to hire as an employee, applicants will be subject to drug and alcohol testing

Applicants must pass a pre‑employment background/fingerprint check

Equal Opportunity
SRPMIC is an Equal Opportunity/affirmative Action Employer. Preference will be given to a qualified Community Member Veteran, Community Member, Spouse of a Community Member, qualified Native American, and then other qualified candidate.

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