Office Administrator in Holton, Kansas at Prairie Band LLC

The Office Administrator serves as the first impression for the organization and ensures efficient administrative operations while delivering friendly customer service and focusing on the organization’s mission and goals.

• Directs office activities and functions to maintain high-efficiency and compliance with company policies.
• Assists and supports executive staff and senior management with administrative tasks, including meeting preparation, agendas, and minutes; assists with making meeting/travel arrangements, preparing presentation materials and other administrative tasks, particularly when more advanced, skilled, or sensitive work may be required.
• Coordinates with Supervisor to organize, assist and/or oversee event committees and event/meeting budgets for company-sponsored events and activities.
• Coordinates incoming telephone calls, incoming and outgoing fax and mail distribution, and general email correspondence.
• Maintain relationships and schedules third party vendors, as needed, to maintain office and exterior grounds.
• Maintains office supplies inventory.
• Maintains office-related records, documentation, and files.
• Performs other related duties as assigned.
• Monitors and maintains the phone system and voice mail messages, including answering calls and responding to voice messages promptly while reporting any issues as they arise.
• Maintains office environment for a professional appearance, while keeping areas appropriately stocked.
• Assists team with tracking and meeting annual reporting and compliance requirements, including filing or reporting deadlines to the Nation, federal or state governments for tax or regulatory reporting purposes, vehicle licensing, etc. as may be identified.
• Provides a timely response to inquiries for information regarding all Prairie Band, LLC companies, including subsidiaries and joint ventures.
• Assists with organization special mailings.
• Maintains postage available to staff and reports expenses to the accounting department.
• Monitors incoming faxes and promptly notifies staff that faxes have been received.
• Reports and monitors budgets for assigned areas of responsibility, as needed.
• Recommends policies and procedures as it relates to area of responsibility.
• Continuously reviews and provides feedback to outgoing documents.
• Acts with professionalism at all times while representing organization at events and meetings.
• Works collaboratively with staff to maintain a team environment to accomplish the tasks necessary to serve and support the organization.
• Performs other duties as assigned.

Required Qualifications:

• Two – four years of post-secondary education in Business Administration or a related field is strongly preferred.
• Five (5+) years of a fast-paced office management experience.
• Outstanding customer service skills.
• Ability to work independently and be self-motivated.
• Ability to meet deadlines and work under pressure.
• Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly service.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and governmental regulations in a variety of formats.
• Effective communicator (verbal, written and body language) and strong team player.
• Valid driver’s license for travel is required.
• Creativity and innovation with the ability to plan strategically.
• Ability to problem solve rationally and with common sense.
• Proficient math skills (basic math principles, computations and interpretation of graphs).
• Proficient knowledge of Microsoft Suite products (Word, Excel, Outlook) is required.
• Knowledge of general office equipment.
• Must have the ability to respect diversity and individual needs.

Physical Demands:

- Physically mobile with reasonable accommodations.

- Ability to sit for extended periods of time.

- Ability to read computer screens, email and talk on the phone.

- Ability to bend, reach, kneel, twist and grip items while working at assigned desk area.

- Ability to lift up to twenty-five (25) pounds.

Work Environment:

• Professional, very fast-paced and deadline-oriented environment in an office setting.
• Constant interaction with staff and customers.

Additional Duties: Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Indian Preference Exercised: Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B).