Administrative Assistant

at  Chickasaw Nation Industries

It’s fun to work in a company where people truly BELIEVE in what they’re doing!
We’re committed to bringing passion and customer focus to the business.

SUMMARY

The Administrative Assistant helps to improve office management efficiencies by performing a variety of administrative and clerical tasks that support management and functional processes.

EDUCATION/EXPERIENCE

High School Diploma or General Education Degree (GED) and six (6) years relevant experience or equivalent combination of education/experience.

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Working knowledge of standard office practices and procedures.
Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems.
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e. Word, Excel, Outlook, PowerPoint, etc.) with ability to manage calendar and email.
Working experience with MS TEAMS and ZOOM for collaborating and sharing or facilitating presentations.
Working knowledge of Federal Travel Regulations and use of GSA.gov for identifying travel lodging and per-diem rates for efficient travel.
Experience coordinating travel and using travel systems for travel planning.
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations.
Ability to compose correspondence from draft to final version, both electronic and hard copy.
Working knowledge of business records management and filing processes.
Excellent customer service skills.
Well-organizes and detail-oriented with ability to multitask effectively.
Ability to work effectively both individually and in a team environment.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizations.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

Essential duties and responsibilities include the following. Other duties may be assigned.
Provides daily front office support, which may include updating calendars using Outlook, requesting conference rooms (via web or interoffice tools), scheduling meetings, as well as other daily administrative support duties.
Answers phones for the office (using soft phone or desk phone), coordinates call’s from the public, and directs calls and messages as required.
Supports meetings (including virtual meetings in Teams and/or Zoom). Shares documents during video team meetings, for collaboration or to present and run briefings.
Updates branch SharePoint sites with news, documents and current data. Uses SharePoint forms as needed to make requests and tracks information by updating forms used in workflow processes.
Assists with timesheet review and coordination for client Manager Approval, for the branch using CASTLE time keeping software.
Provides backup support for other admins as needed.
Understands and uses approved government travel per diem and lodging rates from GSA.Gov to properly plan government employee travel. Escalates concerns or issues and communicates and asks questions to assure smooth client travel free of problems.
Utilizes federal approved travel systems to process workflow efficiently and accurately. E2 system experience preferred.
Assists branch or division management with time reviews and identifies areas of concern or ready for client approval.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize output.
Responsible for aiding in own self-development by being available and receptive to any training made available by the company.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and Human Resources. Will immediately correct any unsafe conditions as the best of own ability.