Education Secretary (ALA)

Under general supervision of the Superintendent/Director of Education/Administrator/Manager/Supervisor, or Education Leader, the Education Secretary provides administrative support for the department.  Assists with a variety of administrative office tasks and clerical services to ensure efficiency and improvement in achieving the overall department goals and objectives.   

Primary Job Functions 
Primary functions may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions within this classification.Essential Components of the Job
Administration: Provides administrative support and clerical services for the department to include, but not limited to, the following: 

• Protects access and dissemination of confidential department information.
• Processes and catalogues work orders. Establishes and maintains a work order filing system. 
• Provides administrative support, including drafting letters, report compilation to departmental staff. 
• Maintains and updates databases and spreadsheets. 
• Prepares, collates and distributes meeting notes, committee meeting notes, minutes, agendas.
• Attends staff meetings/committee meetings to record decisions and actions of these groups via minutes etc. 
• Performs general reception duties, including greeting visitors/staff, answering and directing phone calls and providing front desk support.  

Office Task: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely and     professional manner. 

• Coordinates copying, printing, and recording services on behalf of the department.
• Executes a variety of office administrative support activities for program and office. 
• Acts as a primary customer service representative for the department. Answers and redirect calls, screen emails, manage business mail, and welcome office visitors. 
• Accept customer feedback, complaints and routing to the proper department authority. 
• Schedules conference rooms and ensures proper and timely setup including any food coordination if required. 
• Makes travel arrangements for management, meeting, and other scheduling in consultation with and on behalf of the department. 
• Maintains the administrative office of the department, organizes, monitor inventory, reorder office supplies, coordinates with vendors.  

Planning:

• Manages multiple calendars, schedules meetings appropriately, enforces information submission deadlines and ensures all materials are received within the established guidelines.  
• Organize, priorities and meet deadlines with accurate attention to detail while working with frequent interruptions and minimum supervision.

General Duties

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Knowledge, Skills, Abilities and Other Characteristics

A willingness to learn and understand:

• The History, culture, traditions, and customs of the Salt River Pima-Maricopa Indian Community.

Knowledge of:

• Advanced customer service principles and techniques
• Department policies, practices and procedures Customer service principles
• Computerized office systems
• Microsoft Office Suite applications.

Skilled in:

• Identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact. 
• Establishing and maintaining effective working relationships with Education Board, management staff, employees, SRPMIC Community members, regulatory agencies, co-workers, as well as outside resources
• Organization and multitasking
• Preparing written correspondence and reports
• Listening and communicating effectively at all levels of the organization and Community

Ability to:

• Analyze data, draw logical conclusions, and make sound decisions
• Assist with special events as needed
• Lift & carry 25 lbs.
• Maintain accurate records and prepare appropriate reports
• Clearly communicate verbally and in writing
• Read, comprehend, interpret and follow verbal and written instructions
• Use initiative and independent judgment and recognize when to escalate matters to appropriate personnel
• Respond to inquiries in a timely, accurate and courteous manner
• Be flexible, adaptive and work effectively in a fast-paced environment
• Adapt to changing work situations and assignments
• Effectively utilize a computer and related software, including, but not limited to Microsoft Office Suite to fulfill job requirements.

Education & Experience: Graduation from High School or GED equivalent required. Two (2) years’ full-time work experience performing secretarial and administrative tasks required. 

• May be required to demonstrate proficiency in taking dictation, speedwriting or not taking for some positions. 
• May be required to demonstrate proficiency with MS Office Suite. 

May be required to demonstrate typing skill at 40 net words per minute.

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 whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Driving Requirement: This job description does not require the incumbent to drive; however, any employee who chooses or is asked to drive an SRPMIC vehicle for work related community business must receive written annual authorization to do so.  For clarification, work related community business includes driving to and from SRPMIC government sites and buildings. 

Terms of Employment:  This position is treated as a full-time non-exempt position scheduled for 40 hours per week.

Must be able to pass a Pre-Employment Drug Test and extensive Fingerprint and Background Check. Employee must successfully complete a Background Check every five (5) years.
Employment preference is given in the following order:
 1) Qualified Community Member 2) Qualified Native American, and 3) Other Qualified Applicant. 
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

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

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. 

TheIHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.