Copy Of Social Services Administrative Assistant (Administrative)

POSITION TITLE: Social Services Administrative Assistant
CLASSIFICATION: Nonexempt
DEPARTMENT: Health and Human Services
SUPERVISOR: Social Services Manager
GRADE: NE5

Position Summary:
Under direct supervision of the Social Services Manager, the incumbent will assist in planning and developing community events which promote the overall health and well-being of all Santa Ana Pueblo Community members. Will also perform administrative and secretarial support for the department. Will maintain confidentiality of all privileged information.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Provides information and assistance to Tribal members in matters of financial and economic need and refers to appropriate personnel.
Develops, plans and coordinates community education, awareness, and prevention events for Santa Ana Pueblo community families. Works with other departments and outside organizations to promote information that will assist in the health and well-being of community members.
Answers, screens, and directs incoming phone calls, mail, messages and office visitors to the appropriate personnel or department.
Work as a team member with staff to ensure Tribal families are receiving the assistance needed.
Assist in client transports to and from appointments that are deemed necessary to meet the welfare of the client.
Assists in department activities, events, and presentations.
Processes all incoming ICWA notices and manages all ICWA files.
Assists Staff Manager with establishing and maintaining an effective filing and retrieval system ensuring the privacy of all records and documentation.
Maintains inventory of office supplies and places orders through the requisition process as needed.
Assist the Staff Manager with requisition requests and management of Social Services budgets.
Coordinates general maintenance and repair of office equipment and department vehicles.
Attend and represent the Social Services Department at meetings or training at the discretion of the manager.
Attends local and regional trainings and education classes.
Follows department policy and procedures and chain of command.
Must maintain confidentiality of all privileged information.
Contributes to a team effort and accomplishes related results as required.
Performs other duties as required.

Minimum Qualifications:
High School Diploma or GED, plus three years administrative experience in social work; or equivalent combination of education and experience. Must be able to type at least 60 wpm and demonstrate proficiency in grammar, spelling, math, and filing. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation including a motor vehicle check. Must possess and maintain a valid New Mexico driver's license and be insurable under the Pueblo's insurance.

Knowledge, Abilities, Skills, and Certifications:
• Knowledge of applicable federal, state, county and local laws, regulations, and requirements.
• Knowledge of 25-Federal Code of Regulations, Privacy Act, Indian Child Welfare Act
(ICWA), Adoption and Safe Families Act, 66 BIAM, Public Laws 101-630.
• Knowledge of department organization, functions, objectives, policies and procedures.
• Knowledge of Santa Ana Pueblo traditions, language, history and culture.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to demonstrate moral character, honesty, tact, fairness, lack of prejudice, and
desire to help when dealing with people.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment.

Physical Demands:
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:
Work is generally performed in an office setting with a moderate noise level.