Records Administrative Assistant

JOB TITLE: Records Administrative Assistant

DEPARTMENT: Admin

POSITION SUMMARY:

Records Administrative Assistant provides administrative and clerical support in maintaining, organizing, processing, and preserving organizational records. This position is responsible for ensuring records are accurately filed, properly maintained, easily accessible, and handle in accordance with establish records management policies, procedures, and confidentiality requirements. This position assists with the management of physical and electronic records, document processing, data entry, records retrieval, and general administrative functions to support efficient departmental operations. The Records Admin Assistant position reports to the Executive Assistant and Senate Recording Secretary.

JOB DUTIES:

• Receive, sort, review, and process incoming documents.
• Scan and upload documents into electronic records management systems.
• Verify document accuracy, completeness, and proper filing.
• Prepare documents for archiving and long-term storage.
• Maintain document naming conventions and organizational standards.
• Assist with digitizing historical paper records.
• Retrieve and distribute records upon request.
• Maintain confidentiality of sensitive and restricted records.
• Provide general clerical and administrative assistance.
• Maintain office supplies and records storage material.
• Provides administrative support to the Executive Assistant and Senate Recording Secretary, and the Senate Committees Coordinator.
• Serves as a backup for the Senate Coordinator, and Executive Assistant and Senate Recording Secretary and Administrative Receptionist.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree is required;
• Minimum of two years of Tribal Government.
• Minimum of two years of records maintaining.
• Minimum of two years of administrative support.
• Experience working in a confidential environment.
• Strong attention to detail and accuracy.
• Customer Service experience is required.
• WA state Driver’s License required.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• High-level computer skills, including ability to hyperlink documents into a digital archive.
• Sort, Scan and digitize paperwork.
• Attention to detail
• Roberts Rules of Order
• Experience with Word, Adobe, NirtoPDF, Excel, Microsoft Teams, Microsoft Outlook, Zoom.

WORK ENVIRONMENT AND TIME COMMITMENT

1. Work schedule is 40 hours per week. This is a full-time position
2. Work hours vary depending on the needs of the Senate including evening and weekends.
3. Tasks are performed mostly indoors in both a clinical setting and an office environment.
4. Considerable time may be spent at a computer workstation in the performance of administrative tasks.
5. Work may be performed under highly stressful conditions, and may involve extended periods of sitting, standing or walking.

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

POLICIES AND INSTRUCTIONS

The Tribe complies with the Tribal Preference policy outlined in the Tribal Employment Rights Ordinance (TERO), STC Title 14, Chapter 1, Subsection 14.01.120(A)(2) of the Swinomish Tribal Code.

1. The Tribe strives for a drug-free workplace environment. Drug and alcohol screening at time of hire is mandatory in sensitive and hazardous positions and where required by the job announcement/description or positions working with Tribal youth.
2. Read the job announcement and position description carefully.
3. Complete all requested information on the application. Do not write "see resume."
4. Read the information in the signature area carefully, then sign and date the application.