Administrative Assistant / Travel Coordinator - Temp

Position Title:            Administrative Assistant / Travel Coordinator (Temp)

Department:              Administration

Supervised By:         Executive Manager

Location:                    Alpine

Status:                        Non-exempt

Posted:                       February 19, 2025

Closing Date:            Until Filled

Compensation:         $21.00- $28.74/hour DOE 

Grant: N/A

Hours:                        Full-time, Monday-Friday, 8AM-430PM

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GENERAL STATEMENT OF RESPONSIBILITIES:

Under Supervision from the Executive Manager, the Administrative Assistant / Travel Coordinator will perform multiple duties related to the operator and travel coordinator functions of the organization within established deadlines. Operates the S.I.H.C. telephone system in a prompt, professional, and courteous manner.  Responsible for timely and accurate mail collection and distribution. Responsible for travel coordination in a professional and respectful manner. A willingness to collaborate on diverse activities and analytical skills are required as well as the ability to follow instructions and build positive relationships within the organization and with counterpart agencies.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Operates main telephone system for incoming calls. Transfers calls and/or takes messages for SIHC employees.
• Responsible for checking in and out all visitors including deliveries, while following COVID-19 procedures for screening. 
• Assists Executive Secretary and SIHC Departments as requested with office projects including: typing, scanning, copying, development of reports, flyers, preparation of envelopes and packages for sending via mail and courier service, presentation-binder assembly, and various other assignments. 
• Responsible for organizing Administration areas and ordering the supplies for the Administration department, copy room and board room as needed. 
• Responsible for Administration carpool vehicle and conference room reservations.
• Corresponds meeting planning and set up including but not limited to preparing documents and coordinating food and drink orders. 
• Maintains Chief Executive Officer and Chief Operating Officer Calendar and event planning as requested.
• Provides assistance to take meeting minutes and notes for Board of Director and Staff Meetings as necessary. 
• Operates postage meter and applies postage as required. Mails correspondence and schedules mail picks ups.  Opens and distributes all incoming mail. Maintains an incoming mail log of checks and corresponds with the fiscal department. 
• Operates and performs routine business machines including fax, copier, printer, postage meter, etc.
• Makes appropriate travel arrangements for the Board of Directors and all employees. Prepares all travel vouchers so per diem can be disbursed.
• Gathers all receipts and information to compute disbursement of money enter travel in cash disbursement ledger, and files all invoices.
• Makes airline reservations, lodging, reserves rental cars and may calculate per diems. Ensure that registration for conferences is completed and acknowledged. Reconciles reimbursable expenses with employees upon completion of travel for monies due back or owed to employees. Closes out any open travel after completion. 

• Provides assistance, directions, and company information to callers or visitors in the Administrative Offices.

• Responsible for ensuring that SIHC employee needs are meet and provide informational updates of the travel.
• Monitors air travel cost and itineraries. Ensures that all airlines tickets and documents are prepared in time to meet the schedule.
• Request hotel information, ground transportation and other travel services.
• Ability to work a flexible schedule may be required based on need.
• Other duties as assigned.

QUALIFICATIONS:

Education/Experience:  A High School diploma or GED certificate is required. Two year degree in travel industry or equivalent education/experience preferred.  Minimum two years previous Administration assistant/receptionist, customer service, tracking records preferred. Demonstrates communication and highly organization skills. Computer literacy required and experience with Microsoft Word, Microsoft Excel (or similar spreadsheet application) and with a computerized accounting system such as MIP and Accufund preferred. Experience with organizing electronic meetings and electronic filing.

Must type at least 30 words per minute.

Must have technology skills.

Must be able to proof read own work and other correspondence.

Must be able to deliver clear and concise verbal communication.

Must be able to interact graciously and professionally with the public.

Must be able to maintain absolute confidentiality.

Must be able to take accurate telephone messages.

Must be on time for work promptly at 8:00am when incoming calls begin.

Must be 18 years of age or older with an understanding of nonprofit organization.

Licenses/Certifications: A valid driver’s license is required at the time of appointment and must be maintained throughout employment.

Applicant must be insurable under SIHC vehicle insurance policy at the time of hire and throughout employment.

Certifications and/or licenses appropriate to the positions required education and profession must also be valid and maintained.

Character:  Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, follow instructions, and exercise a high level of attention to detail, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be able to maintain a high level of confidentiality.

Skills: Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Admin Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds and to resolve conflicts, negotiates situations, and facilitate consensus. 

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally have a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations.

Other: Applicants must successfully pass a pre-screening, including a tuberculin skin test or x-ray and a blood/urine drug screening test.  Health must be adequate to perform all duties of the position.  Applicant must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE: 

INDIAN PREFERENCE: In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to  the Indian Preference Hiring Act, 25 USC 472,  unless other laws require the filling of a vacancy without regard to Indian preference (e.g.   Public Law (P.L.) 94-437, “Indian Health Care Improvement Act (IHCIA).   To receive Indian preference for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.