Job Posting
Office Assistant
Position: Office Assistant
Reports To: Treasurer
Department: Treasury
Job Purpose: Contributes to the efficient daily operation of the program by performing a variety of administrative duties. Maintains records, receives receipts and disburses funds while maintaining professionalism in all interactions with internal and external customers.
Job Duties:
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly; receives, sorts, logs and routes mail.
• Receive receipts and records funds from mail, vendors and employees.
• Assists with processing checks for payables; Disburses checks to authorized program managers and vendors.
• Greets internal and external customers and visitors; determines nature of business and announces to appropriate personnel maintaining professional and courteous demeanor.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Schedules appointments and project meetings and maintains the program director’s appointment and project meeting calendar.
• Works with other staff members on the scheduling of events and activities.
• Establishes and maintains an effective filing and retrieval system for the program.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Performs other duties as assigned.
Knowledge, Skills and Abilities:
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheets and database software programs in a Windows environment.
• Skill in treating internal and external customers with tact, courtesy and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.
Work Environment:
• Work is performed in a typical interior/office environment.
• Noise level is usually minimal.
Physical Demands:
• Talk, hear, sit, stand; use hands to handle objects, equipment, controls and reach with arms and hands.
• Position requires frequent lifting of up to 10 lbs.
Minimum Qualifications/Requirements:
• High School Diploma/GED
• One to three years related experience
▪ Valid Oklahoma driver’s license with ability to meet Seminole Nation liability insurance requirements and maintain eligibility for insurance.
▪ Must be able to pass background check, with no prior convictions and/or felonies.
▪ Must be able to comply with the Seminole Nation Drug Free Workplace policies.
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