Office Assistant - Anticipated
***Native American Preference***
The Office Assistant provides administrative and clerical support to the Bureau of Indian Affairs, Indian Energy Service Center (BIA-IESC) office. This position performs data entry, records management, and other general clerical tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Conducts inventory and management of trust, general, office and personnel records based on federal records management guidelines.
Perform scanning of hardcopy records, documents, illustrations, etc. to digital formats.
Performs duties related to records and information management for the Branch of Water Resources of the Southwest Regional Office of the BIA, as well as certain duties for the Regional Office as a whole.
Facilitates collection and entry of data into the Indian Affairs Performance Management System.
Acts as regional specialist and contact for digital records and archiving of records.
Implements and facilitates litigation holds of specified documents.
Serves as technical specialist and liaison between Indian tribes, agencies and commercial contractors on complex project issues, processes or methods.
Performs database entry of updated account information and general information.
Organizes source data for computer entry by assembling and classifying information, as well as certifying entry preferences.
Handles client and account source records by reassessing data for imperfections. Settles discrepancies by utilizing standard procedures. Returns unfinished records to team leader for appropriate resolution.
Input clients’ account information by utilizing the numeric and alphabetic facts on an optical scanner keyboard and ensures alignment with screen format.
Adheres to data procedure and program techniques when performing data entry duties.
Confirms account and customer information that was entered and corrects, evaluates, deletes, and reenters incomplete information when clearing out files of duplication of data.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
High school diploma or general education degree (GED) and a minimum of two (2) years’ related experience and/or training, or equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of standard office practices and procedures
Proficient in the use of standard office equipment such as computers, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Ability to compose correspondence from draft to final version, both electronic and hard copy
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Working knowledge of business records management and filing processes
Excellent verbal and written communication skills
Excellent customer service skills
Ability to work effectively both individually and in a team environment
Ability to read, analyze, and interpret general business periodicals, professiona1journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.