Pala Band Of Mission Indians

HUMAN RESOURCES OFFICE PMB#50 35008 Pala Temecula Road Pala, CA 92059

JOB DESCRIPTION

Title:                           Administrative Assistant

Department/Division: Social Services- Mobile Crisis Response Team/988

Status:                         Full-Time

Salary:                        Hourly/ DOE

Supervisor:                 Program Manager

Subordinates:              None

POSITION SUMMARY:

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:

• Provide administrative support for the Mobile Crisis Response Team (MCRT) and 988 Program.
• Schedule meetings, trainings, conference calls, and project-related activities.
• Prepare correspondence, reports, meeting agendas, minutes, and other program documents.
• Maintain organized electronic and hard-copy program files in accordance with Tribal and grant requirements.
• Assist with purchasing requests, purchase orders, invoices, and procurement documentation.
• Track program deliverables, reporting deadlines, and grant compliance requirements.
• Assist with data entry, record maintenance, and preparation of required reports.
• Maintain participant files and ensure required documentation is complete, accurate, and compliant with program policies.
• Coordinate travel arrangements, conference registrations, lodging, and training logistics for project staff.
• Assist with organizing community meetings, outreach events, trainings, and the annual Tribal 988 Conference.
• Monitor office supply inventory and order program supplies as needed.
• Provide administrative support during audits, monitoring visits, and grant reviews.
• Assist project staff with document preparation, copying, scanning, filing, and record retention.
• Maintain confidentiality of participant information in accordance with HIPAA and Tribal policies.
• Answer phones, greet visitors, and respond to general inquiries regarding program services.
• Perform other duties as assigned by the Program Manager.

KNOWLEDGE, SKILLS, CERTIFICATIONS AND ABILITIES:

• 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:

• 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:

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.

HOW TO APPLY

PLEASE SUBMIT A RESUME AND APPLICATION TO:

Pala Band of Mission Indians

Human Resources Department PMB#50 35008 Pala Temecula Road Pala, CA 92059

Email hr@palatribe.com or lbryant@palatribe.com

Fax: 1-760-888-1980