Health and Human Services Administrative Assistant

Description

Equal Employment Opportunity Statement

The Peoria Tribe of Indians of Oklahoma does not discriminate on the basis of race, color, national origin, sex, religion, age or disability status in employment. Individuals of Indian ancestry will be given preference by law in initial employment or re-employment.                 

Position Summary

The Health and Human Services Administrative Assistant provides administrative, clerical, and operational support to the Health and Human Services Department and its programs. This position assists with departmental purchasing, travel documentation and reconciliations, event coordination, records management, and general office operations. The Administrative Assistant works collaboratively with HHS leadership and program staff to help ensure daily operations run efficiently and that staff have the administrative support and resources needed to fulfill departmental responsibilities.

The successful candidate must be organized, dependable, detail-oriented, flexible, and able to manage multiple priorities while maintaining confidentiality and professionalism when working with sensitive tribal, employee, and client information.

Essential Duties and Responsibilities

Administrative Support

• Provide general administrative and clerical support to the HHS Director and HHS program staff.
• Assist staff with preparing, organizing, copying, scanning, filing, and maintaining departmental documents and records.
• Answer telephone calls, respond to routine inquiries, direct communications, and assist visitors as needed.
• Maintain calendars, schedule meetings, prepare meeting materials, and assist with correspondence and other departmental documents.
• Track deadlines, pending paperwork, and administrative requests to support timely completion of departmental responsibilities.
• Assist with preparing reports, spreadsheets, presentations, forms, and other documents as requested.
• Provide general office support and assist with special projects and other duties as assigned.

Travel Reconciliations and Documentation

• Assist staff with travel arrangements, travel requests, and required supporting documentation in accordance with Tribal policies and procedures.
• Review travel reconciliation packets for completeness, accuracy, receipts, and required approvals.
• Track outstanding travel reconciliations and follow up with staff to ensure documentation is submitted in a timely manner.
• Assist with reconciling travel expenses, organizing receipts, and preparing paperwork for submission to the appropriate department.
• Maintain organized travel records and assist with resolving missing documentation or discrepancies.

Requisitions and Purchasing

• Prepare and submit requisitions for departmental supplies, equipment, services, and event-related expenses.
• Assist staff with purchasing requests, obtaining quotes, gathering supporting documentation, and routing paperwork for approval.
• Track requisitions and purchase orders and follow up on pending requests as needed.
• Maintain records of purchases, invoices, receipts, and related documentation.
• Coordinate with Finance, Procurement, and other Tribal departments to help ensure purchasing procedures are followed.
• Monitor office and program supply needs and assist with maintaining adequate inventory.

Event and Program Support

• Assist HHS staff with planning, coordinating, and preparing for departmental events, trainings, meetings, community outreach activities, and program functions.
• Help coordinate event supplies, materials, equipment, food orders, setup, cleanup, and other logistical needs.
• Assist with preparing registration lists, sign-in sheets, handouts, packets, promotional materials, and participant supplies.
• Support staff with event-related purchasing, transportation coordination, facility arrangements, and other preparations as needed.
• Attend and assist with events outside normal office duties or hours when required and approved.
• Work collaboratively with HHS program staff to help ensure events and activities are organized and run smoothly.

Departmental and Staff Support

• Provide flexible administrative assistance to HHS programs and staff based on departmental needs and priorities.
• Assist staff with copying, scanning, data entry, filing, mail distribution, supply requests, and preparation of program materials.
• Help organize and maintain electronic and paper files in accordance with established procedures.
• Assist with preparing materials for meetings, trainings, community activities, and reporting deadlines.
• Communicate with staff regarding pending paperwork, deadlines, event needs, and administrative follow-up.
• Help identify administrative needs and communicate concerns or issues to the HHS Director.
• Perform other related duties as assigned to support the effective operation of the HHS Department.

Confidentiality and Compliance

• Maintain the confidentiality of Tribal business, personnel records, client information, and other sensitive departmental information.
• Follow Tribal policies, procedures, records-management requirements, purchasing guidelines, and applicable confidentiality standards.
• Maintain accurate, complete, and organized documentation.
• Demonstrate professionalism, sound judgment, and respect when interacting with Tribal members, employees, community partners, and the public.

Requirements

Minimum Qualifications

• High school diploma or equivalent required.
• Must possess and maintain a valid driver's license.
• Previous administrative, clerical, office support, or customer service experience preferred.
• Basic computer proficiency, including Microsoft Word, Excel, Outlook, and other standard office applications.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records and handle confidential information appropriately.
• Ability to communicate effectively, professionally, and respectfully, both verbally and in writing.
• Ability to work independently, follow instructions, and collaborate effectively with a team.
• Ability to prioritize assignments, meet deadlines, and manage multiple tasks in a changing work environment.

Preferred Qualifications

• Experience preparing requisitions, processing purchasing documentation, or reconciling travel expenses.
• Experience assisting with event planning, training coordination, or community activities.
• Experience working in a Tribal government, healthcare, social services, nonprofit, or grant-funded environment.
• Familiarity with administrative procedures, expense documentation, and financial recordkeeping.

Knowledge, Skills, and Abilities

• Strong organizational, time-management, and problem-solving skills.
• Accuracy in data entry, document preparation, and recordkeeping.
• Professional communication and customer service skills.
• Ability to adapt to changing departmental priorities and assist where needed.
• Ability to establish positive working relationships with employees and external partners.
• Commitment to supporting the mission and services of the Health and Human Services Department.

Work Environment and Physical Requirements

This position primarily operates in an office environment and may require occasional travel to Tribal facilities, community locations, and off-site events. The position may require standing, walking, lifting or carrying event supplies and materials, and assisting with event setup and cleanup. Reasonable accommodations may be made in accordance with applicable requirements.

Conditions of Employment:

•  The Peoria Tribe of Indians of Oklahoma operates a drug-free workplace. 
•  May be required to submit to and pass applicable drug test and background check. 
•  Adhere to all work rules, policies & procedures, and safety standards

Disclaimer

This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be modified as departmental needs change.