AMERIND Internship - Bernalillo - Amerind

Description

Administrative Support Specialist

Amerind is a federally chartered tribally owned corporation, formed under Section 17 of the Indian Reorganization Act by its Members, the governmental units of federally recognized Tribal Nations that administer federally funded housing programs for American Indian and Alaska Native families. Amerind has the operating authority to work with Tribal Governments, Enterprises, and Citizens for Property and Liability, Workers Compensation, Homeowners and Renters, Employee Benefits coverage, Fleet Auto coverage, and Critical Infrastructure development.

Position Characteristics and Competencies

Organized and detail-oriented

Time efficient and well-organized

Professional manners and presentation

Customer service-oriented and problem solving

Communicative and people-oriented

Verbal and written communication skills

Job Summary

This position performs a variety of logistical and administrative staff support duties. Performs procurement functions for company-wide needs, promotional events, and conferences. Provides general office support with a variety of clerical and administrative duties and related tasks, such as mail distribution, shipping, scheduling meetings, flow of correspondence, and requisition of supplies, which include performing data entry, establishing and maintaining records, and scanning. Assists in answering incoming calls, greeting guests, and directing guests to appropriate associates.

This job description does not represent an exhaustive list of all duties encompassed in this position.

Job Responsibilities

Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. Answers questions about program services and provides general information.

Assists in answering incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

Records and delivers messages or transfers calls to voice mail when appropriate.

Processes credit card payments from members.

Processes monthly company-wide utility, supplies, and vendor invoices to ensure facility services are not interrupted.

Performs a wide variety of assignments which may be confidential in nature, to include entering data, drafting, editing, revising, and printing letters, compiling reports, and other materials.

Prepares and maintains records and logs of schedules, rosters, and directories.

Photocopies, collates, distributes, and files documents as requested.

Performs various types of procurement functions of company supplies and facilities maintenance which would include, on-line purchasing, solicitation of RFPs for work to be performed, or interaction and communications with vendors for goods and services. Coordinates bulk mailing and shipping of promotional items, training supplies, routine company correspondence, and/or specialty items for member relations.

Provides back-up support for Receptionist, all administrative staff, and when necessary, working with the Board of Directors and Executive team.

Sorts, screens, reviews, and distributes incoming and outgoing mail.

Maintains confidentiality of all information.

Participates in cross-functional team process improvement projects to provide support and backup in the absence of teammates to maintain seamless coordination of duties.

Performs other duties as assigned.

Supervision of Others

N/A

Knowledge/Skills/Abilities

Knowledge of modern office practices, procedures, and equipment.

Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

Ability to effectively communicate information and respond to questions.

Ability to create, compose, and edit written materials.

Ability to maintain accuracy of work and pay attention to detail.

Ability to handle multiple tasks and meet deadlines simultaneously.

Ability to maintain confidentiality.

Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees, and officials.

Ability to maintain calendars, schedule appointments, and conduct travel arrangements.

Skill in providing excellent customer service.

Skill in operating business computers, office machines, and switchboard.

Working Conditions & Physical Demands

Typical business office setting with moderate to high noise level.

Must be able to sit for work at a computer and phone for more than 6 hours per day.

Must be able to speak clearly.

Must be able to use hands for dexterity of motion.

Frequently required to stand, walk, and reach with hands and arms.

Must have the ability to occasionally lift 20+ lbs.

Minimal business travel required.

Physical Exam

Not required for position.

Hiring of Amerind employees is subject to Section 7 of the Indian Self-Determination and Education Assistance Act, which requires that, to the greatest extent feasible, preference and opportunities for training and employment shall be given to members of federally recognized American Indian Tribes and Alaska Native Villages.