Administrative Assistant

Overview

Please note that this position is contingent upon the successful award of a contract currently under bid.

Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.

Summary:

The Administrative Assistant will handle the high volume of phone calls and communication with Tribal officials, Tribal staff, enrolled Tribal members, beneficiaries, and any other interested parties in BIA activities averaging 300+ calls a month. The Administrative Assistant plays an integral role in supporting the Puget Sound Agency (PSA) Administration team in maintaining and supporting the effective day-to-day functioning of PSA operations and programs in a fast-paced environment.

Responsibilities

Essential Job Functions:

• Receives calls, greets visitors, and directs General Public with those contacts needing attention or action. Takes care of routine matters, has knowledge of programs or operations, refers other inquiries to appropriate personnel.
• Composes correspondence on administrative support or clerical functions of the office. Composes routine correspondence on other subjects as outlined in regulations and procedures or specifically requested by the supervisor. Reads outgoing correspondence for procedural and grammatical accuracy.
• Receives and reviews classified and unclassified mail for the office. Determines which items should be brought to the attention of the Superintendent as opposed to those that could be sent directly to other appropriate Section heads for action. Reviews outgoing mail for attachments, dates, signatures, complete addresses and destinations. Maintains suspense records on all correspondence and action documents and follows up to ensure timely action.
• Incumbent will be designated as Primary Mail Clerk for Puget Sound Agency responsible for maintaining a log consistent with lock-box policies for incoming non-trust payments; and a tickler file for Tribal Attorney Contracts to assure processing and approval in compliance with Federal Law deadlines. Maintains the records of Tribal Attorney contracts. Checks Attorney Vouchers submitted and initiates procedures for payment of these vouchers.
• Answers routine inquiries received from the general public requesting information on the Puget Sound Tribes or general questions relating to Indians.
• Prepares in final form all types of documentation and forms incidental to office personnel, administration and office management. Serves as primary timekeeper and travel coordinator preparing travel requests and all associated actions and documentation.
• Reads directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised, or amended procedures.
• From rough drafts, notes, or oral instructions, types correspondence, forms, reports and specifications including a wide variety of technical terminology. Responsible for proper spelling, grammar, format, and arrangement of material.
• Provides guidance and assistance on applicable procedures, instructions and regulations to other clerical personnel assigned to the office.

Qualifications

Necessary Skills and Knowledge:

• Strong customer service and interpersonal skills with the ability to interact professionally with Tribal officials, Tribal staff, enrolled Tribal members, beneficiaries, and the general public.
• Ability to manage a high volume of incoming calls and inquiries while maintaining accuracy, professionalism, and responsiveness.
• Knowledge of general administrative and clerical procedures, including correspondence management, recordkeeping, and office operations.
• Strong written communication skills, including the ability to compose, review, and edit correspondence for grammar, accuracy, and procedural compliance.
• Ability to handle sensitive, confidential, classified, and unclassified information in accordance with established policies and procedures.
• Working knowledge of mail handling procedures, suspense/tickler systems, and document tracking to ensure timely follow-up and compliance with deadlines.
• Ability to organize, maintain, and track records, logs, and files with attention to detail.
• Proficiency in typing and document preparation from rough drafts, notes, or oral instructions, including materials containing technical terminology.
• Ability to read, interpret, and apply administrative directives, regulations, and procedural guidance.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Ability to work independently and exercise sound judgment while supporting supervisors and program staff.
• Proficiency with standard office equipment and common computer applications (e.g., word processing, email, spreadsheets, databases).

Minimum Qualifications:

• High School Diploma or GED.
• At least three (3) year of administrative, clerical, or office support experience in a professional office environment.
• Demonstrated experience handling phones, correspondence, and routine administrative tasks.
• Ability to pass a government background check or have a Public Trust Clearance.
• Knowledge of the substantive programs of the Puget Sound Agency as related to the clerical and administrative support functions.
• Prior experience working with or supporting Tribal governments, Native American communities, or BIA programs.
• Ability to travel if needed.

Preferred Qualifications:

• Associate's degree or coursework in Business Administration, Office Administration, or a related field.
• Three (3) or more years of administrative support experience in a government, Tribal, or federal agency environment.

Pay Range: $24.00 - $26.00 per hour.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.