Job Description

Administrative Assistant

Under the direction of the Program Manager, the Administrative Assistant provides administrative and clerical support for the Mobile Crisis Response Team (MCRT) and 988 Suicide & Crisis Lifeline Program. This position is responsible for maintaining project records, coordinating meetings and trainings, processing purchasing requests, preparing correspondence, organizing program documentation, supporting grant compliance activities, and assisting with data collection, reporting, and day-to-day program operations. The Administrative Assistant ensures timely and accurate recordkeeping while supporting project staff, program implementation, and compliance with Tribal, State, Federal, and SAMHSA grant requirements.

Job duties and responsibilities include:

• Providing administrative support for the Mobile Crisis Response Team (MCRT) and 988 Program.
• Scheduling meetings, trainings, conference calls, and project-related activities.
• Preparing correspondence, reports, meeting agendas, minutes, and other program documents.
• Maintaining organized electronic and hard-copy program files in accordance with Tribal and grant requirements.
• Assisting with purchasing requests, purchase orders, invoices, and procurement documentation.
• Tracking program deliverables, reporting deadlines, and grant compliance requirements.
• Assisting with data entry, record maintenance, and preparation of required reports.
• Maintaining participant files and ensuring required documentation is complete, accurate, and compliant with program policies.
• Coordinating travel arrangements, conference registrations, lodging, and training logistics for project staff.
• Assisting with organizing community meetings, outreach events, trainings, and the annual Tribal 988 Conference.
• Monitoring office supply inventory and ordering program supplies as needed.
• Providing administrative support during audits, monitoring visits, and grant reviews.
• Assisting project staff with document preparation, copying, scanning, filing, and record retention.
• Maintaining confidentiality of participant information in accordance with HIPAA and Tribal policies.
• Answering phones, greeting visitors, and responding to general inquiries regarding program services.
• Performing other duties as assigned by the Program Manager.

Knowledge, skills, certifications, and abilities include:

• Strong organizational, administrative, and time management skills.
• Knowledge of general office procedures, records management, and document retention.
• Ability to prepare professional correspondence, reports, and meeting materials.
• Strong verbal and written communication skills.
• Ability to maintain confidential information and exercise sound judgment.
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively within a multidisciplinary team.
• Knowledge of grant-funded programs, purchasing procedures, and administrative support functions preferred.
• Ability to establish and maintain positive working relationships with Tribal members, staff, community partners, and outside agencies.
• Endorsement and support of Tribal values, culture, and philosophy.

Minimum qualifications include:

• High School Diploma or GED required; Associate's Degree in Business Administration, Office Administration, Public Administration, or related field preferred.
• Minimum of two (2) years of administrative or office support experience, preferably in behavioral health, healthcare, social services, or a grant-funded program.
• Experience maintaining confidential records and preparing reports.
• Experience with Microsoft Office and office technology.
• Must successfully pass pre-employment and random drug testing during employment.
• Must acknowledge and agree to maintain a Drug-Free workplace as a condition of employment with the Pala Band of Mission Indians. Must pass pre-employment and random drug testing during employment. A DMV print out and background check will be required.
• Must successfully pass a Fingerprint-based background check of potential employees, volunteers, and contractors pursuant to Public Law 101-630 - Indian Child Protection and Family Violence Prevention Act
• Must possess a valid California Driver's License and maintain a clean driving record.
• CPR/First Aid Certification preferred or required within 60 days of hire.
• Indian Preference will apply in accordance with the Pala Band of Mission Indians policy.

Other requirements include:

All employees are expected to follow the Tribal Employee Handbook of the Pala Band of Mission Indians and must adhere to any additional applicable addendums.

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