Administrative Assistant

Job Announcement: HR2025:129
Position Title: Administrative Assistant
Advertising: Publicly
Department: Buildings & Grounds
Division: Facilities
Immediate Supervisor: Director-Buildings & Grounds
Department Director: Director-Buildings & Grounds
Employment Status: Non-Exempt
Position Type: Regular Full-Time
Mandatory Reporter: No
Background Check Required: Yes (data-sensitive)**
Opening Date: Friday, November 7, 2025
Closing Date: Friday, November 14, 2025 5:00 p.m.

Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

The Poarch Creek Indians place a high value on individuals who share our commitment to community, tradition, and progress. As Alabama's only Federally Recognized Native American Tribe, we take pride in a history that spans generations and is deeply rooted in resilience and cultural heritage. Our mission is to uplift the lives of our Tribal Members, preserve our traditions, and drive innovation for a thriving future. If you are passionate about serving with purpose and authenticity while fostering trust, unity, and growth, we welcome you to join us on this meaningful journey.

Overview
In our hourly positions, we look for dedicated individuals who value respect, take pride in accountability, and embrace a culture of collaboration and excellence. As an integral part of our team, you will contribute to a positive and supportive environment where every effort is appreciated, and every role is essential. Your commitment to upholding our values and maintaining a strong work ethic will help us achieve shared success.

Primary Objectives
The Administrative Assistant is a key line-level position responsible for providing assistance to the Director-Buildings & Grounds through secretarial functions and administrative coordination support to effectively discharge the responsibilities required by the department. This job description is not an all-inclusive list of the duties and responsibilities of this position. PCI Employees are expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs and departmental objectives, as assigned.
This role plays a strong commitment to understanding and embracing the Poarch Creek Indians Values of Perseverance, Opportunity, Accountability, Respect, Culture, and Honesty.

Essential Functions

• Meets and greets the public and directs them to the proper staff.
• Coordinates travel arrangements for Department Staff.
• Provides clerical and administrative support functions including preparing, typing, and proofreading a wide variety of correspondence and reports as assigned.
• Manages all incoming communications, including phone calls, mail, and business visitors, ensuring they are promptly routed to the appropriate personnel.
• Schedules and maintains a centralized calendar of appointments, meetings, and appearances for department staff.
• Responsible for taking and transcribing meeting minutes.
• Responsible for maintaining the department’s centralized files, including program files for numerous projects, departmental employee files, and other needed files.
• Types purchase orders for monthly bills incurred by the Buildings & Grounds department.
• Serves as the primary point of contact for communication and information sharing between the department and all external Tribal departments.
• Communicates effectively with appropriate Facilities Division management regarding Buildings & Grounds department operations.
• Serves as a liaison for the department in communication with the Facilities Division Executive Assistant.
• Ensures that office supplies are adequately stocked; and coordinates with the Inventory Specialist to ensure supplies are ordered in a timely manner.
• Assists the Director-Buildings & Grounds in administration of program budgets and the preparation of all monthly, quarterly, and annual reports required ensuring accountability in the administration of applicable programs.
• Works in close proximity with the Director-Buildings & Grounds to assist in the decision making for operations, budget, and planning.
• Works closely with Finance to keep an accurate account of all billings that occur in the department.
• Works daily to administer the internal Maintenance Control Software System (EMAINT) and via the EMAINT program, services, functions, and activities as per department standard operating procedures.
• Reports discrepancies in operations clerical functions as discovered in a timely manner.
• Tracks internal expenses for daily operations.
• Serves as a liaison between the Horticulture, Grounds, Housing, and other Tribal departments to coordinate maintenance services requested through the eMaint system.
• Maintains files and records as requested and obtains appropriate documents, files, and other information.
• Performs other duties as assigned by the appropriate person.

Job Requirements

• Associate’s Degree in Business Administration or related field and/or a combination of education and related employment experience in a confidential business/office setting equivalent to two (2) years.
• Accounting experience is a plus.
• Ability to work odd and irregular hours, as needed.
• Must possess a valid state driver’s license and insurable driving record according to Tribal insurance guidelines.
• Must successfully pass the required criminal and character background check.
• Ability to travel and participate in required training, leadership development, and other events.
• Ability to perform all duties and responsibilities of this position adequately and successfully.

Core Competencies Required

• Absolute confidentiality.
• Must possess a character that earns the confidence of the participants, parents, and community, and minimizes public criticism or complaints.
• Demonstrated proficiency in English, spelling, punctuation, and writing composition. Must successfully pass applicable knowledge, skills, and abilities exams.
• Must have a working knowledge of computers with the ability to work in a Windows environment with various software programs such as Word, Excel, etc. Must successfully pass pre-employment computer skills exam.
• Adept at multi-tasking, have unquestionable integrity, with an uncompromising commitment to quality.
• Exceptional interpersonal and communication (verbal and written) skills.
• Must be able to effectively work and communicate with other staff members and with the general public.
• Skilled and mature in making valid judgements, demonstrated ability to establish workload priorities and balance diverse projects with the ability to work with and maintain confidential information.
• Skilled in the operation of standard office machinery including a calculator, copier, facsimile, and other similar equipment.
• Must be well organized and possess attention to details.
• Ability to remain engaged until assignments are completed and overcome obstacles.
• Takes accountability for performance and results.
• Open and honest communicator and follows policies and procedures.

Compensation and Benefits

• The starting pay will depend on factors such as experience level and skillset.
• Voluntary full-time benefit offerings include the following - medical, dental, vision, and life insurance and other volunteer insurance options. We also offer an Employee Assistance Program (EAP), paid time off, paid holidays, 401K with matching, bonuses, and COLA increase.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application.

**Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.

INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:

In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-Indian

In the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-Indian

In order to receive preference, the appropriate documentation must be submitted.