Location: Highland,CA, USA
Under the direction of the Executive Assistant Supervisor, Office of the Chief Physical Security Officer (EAS, OCPSO), the Administrative Assistant will be responsible for providing administrative support within Department of Public Safety (DPS). This position deals with sensitive and confidential information. The employee will perform specific duties to support the department as well as the Enterprise. Essential Duties & Responsibilities 1. The responsibilities of this position encompass typical and customary duties of an administrative role including call, guest, and mail handling; document handling (producing, copying, distributing, filing and retention); purchasing; requisition, invoice, expense report, and credit card processing and reconciliations. Assists with the management of DPS department and department heads' Outlook calendars. Coordinates maintenance and repair of office systems and equipment. 2. Assist in the preparation of DPS payroll; ensures proper recording of hours worked, processing of sign in sheets, entering data from slips into the department's payroll system, maintaining payroll control records, calculating payroll, and submitting totals for DPS. The total figures are submitted to Tribal Administration Payroll Department on a bi-weekly basis. Prepares overtime reports as well as tracks and ensure that Paid Time Off (PTO) is applied appropriately. 3. Assists in researching, planning, and inputting budget information; tracks budgetary items and updates budgets with new data and projections. Analyzes and recommends cost reduction opportunities and ensures expenses are within budgetary guidelines. 4. Interacts via telephone, email or in person with internal and external business associates, tribal citizens and leaders, dignitaries, inter-agency and political contacts with professionalism, discretion, and confidentiality. Acts as initial point of contact in the reception area, as well as the main phone line for Department. 5. Assists with the coordination and management of the departments' documents in accordance with established tools and resources; ensures compliance with internal document Retention Policy. Creates and updates internal documentation including forms and phone directories. Maintains department logs and purges monthly, per the Retention Policy. Updates, assigns form numbers and maintains Master Forms. 6. Assists with the coordination of travel arrangements, training, and conference attendance as well as hosted functions including facility reservations, catering and meeting support set-up, cost tracking, participant communication and meeting attendance, materials production and distribution 7. Participates in training to ensure preparedness for backup to the Senior Administrative Assistant as called upon. 8. Maintains break room and conference room supplies, to include coffee orders for all department break rooms and guard shacks. 9. Performs other duties as assigned to support the efficient operation of the department. Education/Experience/Qualifications