Secretary-Portland Office - Confederated Tribes of Grand Ronde

Job Summary:

Provides professional clerical support and customer service duties for the Portland Area office. Assists with the efficient, timely and accurate delivery of program services and connecting Tribal Members to resources.

Essential Functions:

• Pleasantly greets customers on the phone and in person.
• Determines customer needs and refers to appropriate Social Services staff member, Tribal Department or service provider.
• Receives and gathers all documentation for Social Service program referrals from clients, then distributes to the appropriate program that will assist, such as: Emergency Assistance, Children & Family Services, Vocational Rehabilitation, etc.
• Assists clients with completing Social Service intake, referral and application forms.
• Answers and returns telephone calls. Gives information to callers or routes calls to appropriate staff.
• Assists with planning, scheduling and setting up for activities sponsored by the Social Services Department.
• Provides clerical support to the Portland Area Office staff.
• Composes and types routine correspondence.
• Copies and distributes information as assigned.
• Reviews and distributes incoming mail, faxes, and other communications to appropriate staff on a timely basis.
• Maintains a positive and helpful relationship with clients, Tribal staff, and others.
• Maintains Tribal forms and processes staff financial requests and files copies of submitted forms.
• Maintains the department's bulletin board and resources information.
• Responsible for maintaining strict confidentiality.
• Responds to customer requests and inquiries of moderate complexity.
• Maintains a clean and orderly lobby, family visiting room, and conference room.
• Attends monthly Social Services staff meetings.
• Develops and maintains a positive relationship with other department staff.
• Performs work in a fast paced and stressful environment where incumbent must multi-task work assignments.
• Works with angry or disgruntled clients in a cooperative and effective manner
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, Licenses, Registrations, and Certifications:

• Requires a High School diploma or GED.
• Requires a minimum of one (1) year of work experience in secretarial or clerical positions is required; working with multiple executives preferred.
• OR equivalent combination of education, training and experience.

Driving Requirements:

• This position may require driving.

Qualifications:

• Requires a High School level command of spelling, grammar, punctuation, basic math, and/or basic vocational training.
• Requires a First Aid/CPR certificate within a six (6) months of hire.
• Must have good communication skills, listening, verbal and written skills and interaction and interpersonal skills. Requires discretion, courtesy and tact, involving contacts with employees, committee members, clients, and other visitors.
• Independent decision making skill is necessary.
• Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Strong commitment to task, problem solving, initiative, organizational skills, attention to detail, and integrity.
• Must be able to use word processing, spreadsheet, graphics and presentation software.
• Ability to work in a fast-paced stressful environment with multiple, changing priorities, while delivering quality service within narrow time limitations.
• Ability to operate a variety of office equipment such as: multi-line phone system, computer, printer, fax, copier, scanner, shredder, etc.
• Must have the ability to work with angry or disgruntled clients in a cooperative and effective manner.
• Ability to provide technical assistance to Social Service staff.
• Ability to work independently, establish priorities, meet deadlines, and complete multiple tasks.
• Requires excellent communication skills to effectively interact with clients, staff, vendors, and contractors.
• Demonstrated ability in the proficient use of general and specialized office equipment; computer and software applications, i.e., WordPerfect 8, Internet, database maintenance, and Microsoft Office.
• Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• May be called upon to serve as a Disaster Reservist during emergencies.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.

All positions are located in the greater Grand Ronde area unless specifically noted otherwise.

If you have questions or need more info, please call: 1-800-422-0232 x-2109

Application materials must be received in Human Resources by 5pm on the closing date.

INTERNAL APPLICANTS ARE DEFINED AS:

• Grand Ronde Tribal members
• Spouse of a Grand Ronde Tribal member
• Parent or legal guardian of Grand Ronde Tribal member children.
• Current Regular Employee, past their six-month introductory period, receiving at least a "meets expectations" on most recent performance evaluation and not under disciplinary action or performance improvement within the previous six months.

For individuals that meet the minimum qualifications: 

AN INTERVIEW WILL BE GIVEN IN THE FOLLOWING RANKING ORDER:

1. Grand Ronde Tribal members.
   a. (Qualified Grand Ronde Tribal members who show they meet the minimum qualifications of the position during the course of the interview process will be given first consideration for hire and the recruitment process will end)
2. Tribal member spouses, parents and/or legal guardians of Grand Ronde Tribal member children and current regular employees.