Under the direction of the Department Head, the incumbent coordinates office activities including scheduling appointments, purchasing, process invoices, booking reservations, providing information to callers, taking notes, and otherwise relieving the Department Head of clerical administrative and business related details.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Must adhere to the Seminole Tribe's Policies and Procedures
Takes notes on computer and/or transcribes from voice recordings involving standard business vocabulary on highly confidential company matters.
Composes and types routine or complex correspondence and reports from rough drafts, editing format, grammar, punctuation or spelling as needed.
Establishes, maintains and, when necessary, revises department filing system.
Screens telephone calls and visitors, ascertaining who can be re-directed to subordinate management. Provides information to callers, including Tribal Council, senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations.
Performs a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probably errors could result in unnecessary costs.
Maintains calendar for the Department Head, regularly arranging for meetings, conferences, and appointments. Arranges hotel and travel accommodations.
Opens and reviews all mail directed to the Department Head. Composes responses to routine inquiries, delegates items to subordinate managers and forwards appropriate items to the Department Head.
Follows up on all assignments delegated to subordinate managers as to status, expected completion date, etc.
Responsible for buying department promotional items through Stratton Warren, tracking deliveries, processing invoices and maintaining department expenses.
Promotes positive public/employee relations at all times.
Maintains a clean, safe, hazard-free work environment within area of responsibility.
Performs all other related and compatible duties as assigned.