Social Services Administrative Assistant (Personal Services)

POSITION TITLE: Social Services Administrative Assistant CLASSIFICATION: Nonexempt DEPARTMENT: Health and Human Services SUPERVISOR: Social Services Manager GRADE: NE5

Position Summary:Under direct supervision of the Social Services Manager, the incumbent will assist in planning anddeveloping community events which promote the overall health and well-being of all Santa AnaPueblo Community members. Will also perform administrative and secretarial support for thedepartment. Will maintain confidentiality of all privileged information. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:• Provides information and assistance to Tribal members in matters of financial andeconomic need and refers to appropriate personnel.• Develops, plans and coordinates community education, awareness, and preventionevents for Santa Ana Pueblo community families. Works with other departments andoutside organizations to promote information that will assist in the health and wellbeing of community members.
•Answers, screens, and directs incoming phone calls, mail, messages and office visitorsto the appropriate personnel or department.• Work as a team member with staff to ensure Tribal families are receiving the assistanceneeded. • Assist in client transports to and from appointments that are deemed necessary to meetthe welfare of the client. • Assists in department activities, events, and presentations.• Processes all incoming ICWA notices and manages all ICWA files.• Assists Staff Manager with establishing and maintaining an effective filing and retrievalsystem ensuring the privacy of all records and documentation.• Maintains inventory of office supplies and places orders through the requisition processas needed.• Assist the Staff Manager with requisition requests and management of Social Servicesbudgets.• Attend and represent the Social Services Department at meetings or training at thediscretion of the manager.• Coordinates general maintenance and repair of office equipment and department vehicles
• Attends local and regional trainings and education classes.• Follows department policy and procedures and chain of command.• Must maintain confidentiality of all privileged information.• Contributes to a team effort and accomplishes related results as required.• Performs other duties as required.
Minimum Qualifications:High School Diploma or GED, plus three years administrative experience in social work; orequivalent combination of education and experience. Must be able to type at least 60 wpmand demonstrate proficiency in grammar, spelling, math, and filing. Must be able tosuccessfully pass a pre-employment drug/alcohol screen and background investigationincluding a motor vehicle check. Must possess and maintain a valid New Mexico driver'slicense and be insurable under the Pueblo's insurance. Knowledge, Abilities, Skills, and Certifications:• Knowledge of applicable federal, state, county and local laws, regulations, andrequirements.• Knowledge of 25-Federal Code of Regulations, Privacy Act, Indian Child Welfare Act(ICWA), Adoption and Safe Families Act, 66 BIAM, Public Laws 101-630.• Knowledge of department organization, functions, objectives, policies and procedures.• Knowledge of Santa Ana Pueblo traditions, language, history and culture.• Knowledge of business English, proper spelling, grammar, punctuation, and basicarithmetic.• Ability to communicate effectively both verbally and in writing.• Ability to establish and maintain professional relationships with individuals of varyingsocial and cultural backgrounds and with co-workers at all levels.• Ability to represent the organization in a professional manner, building respect andconfidence.• Ability to demonstrate moral character, honesty, tact, fairness, lack of prejudice, anddesire to help when dealing with people.• Ability to maintain confidentiality.• Ability to handle multiple tasks and meet deadlines.• Ability to carry out instructions furnished in verbal or written format.• Ability to work independently with minimal supervision.• Ability to demonstrate excellence in everything and continually seek improvement in results.• Skill in operating various word-processing, spreadsheets, and database softwareprograms in a Windows environment.
Physical Demands:While performing the duties of this job, the employee regularly is required to sit; usehands to finger, handle, or feel; reach with hands and arms; and talk or hear. Theemployee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment:Work is generally performed in an office setting with a moderate noise level.