SUMMARY

ESSENTIAL FUNCTIONS

• Organizes, maintains, and updates files, documents and records; creates, maintains and updates filing systems (electronic and paper).
• Maintains contracts and proposal process datasheets and updates information on the specified schedule or document.
• This position shall coordinate email or hard copy distribution of departments intercompany communications.
• This position shall assist in the preparation and facilitation as required of the internal routing forms various stages of the signature process within the company business systems, in order to obtain company’s approvals and signatures in the most expeditious manner.
• This position shall write and develop correspondence, and response material as needed.
• Maintains master documents, templates and forms as requested and maintains and enters a variety of data in databases and spreadsheets.
• Creates template documents for contracts and proposal departments by utilizing original source documentation and information.
• Attendance at departmental meetings and solely facilitates, via computer with projection, real-time updating of data.
• Records meeting minutes via computer at respective departmental meetings.
• Collects and processes data for contract and proposal files; maintains contractual and proposal records; enters data into company software system. Responsible for data entry, tracking and maintenance of documentation associated to milestones contained within the contract and proposal process.
• Maintains subcontractor or possible teaming partner records, including gathering and filing either electronically or hard copy of information.
• Provides information to other departments on status of contracts or proposals.
• Ensures maintenance of accurate, thorough contract and proposal records and helps to facilitate efficient interdepartmental communications related to assigned areas.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers. This position shall assist and update status on a frequent daily basis the departments various documents as required, of which consists of various departmental pending items by populating such information within multiple means, as provided by others.
• Assist and coordinate pending tasks with the Administrative Assistant I, II, and III as required.
• Assist in contract data gathering for deliverable reporting.
• Other duties as assigned.

• Communication
• Adaptability
• Accountability
• Time Management
• Initiative
• Resiliency

SUPERVISORY RESPONSIBILITY

This position does not possess any supervisory responsibility.

WORK ENVIRONMENT

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time non-exempt position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.

TRAVEL

No travel is expected for this position

REQUIRED EXPERIENCE

• Minimum 7 -10 years’ experience working in the area of specialized administrative support.
• Impeccable oral and verbal communication skills.
• Understanding of office filing systems and organizational processes.
• Intermediate knowledge of Microsoft office.

• Demonstrated ability to handle multiple projects and follow up with multiple departments.
• Ability to interact with co-workers within and outside of the department as well as outside agencies.

• Must have acute attention to detail.
• Ability to interact with co-workers within and outside of the department as well as outside agencies.
• Strong knowledge of Microsoft office products.
• Be a self-starter with the ability to work independently.
• Possess excellent time management skills.
• Ability to organize, plan and set goals to prioritize varying work day or work week requirements.
• Ability to handle multi-projects and follow up with multiple departments.
• Ability to follow written and oral instructions.
• Use tact, discretion and courtesy in dealing with customers.

REQUIRED EDUCATION

Additional Eligibility Qualifications

Work Authorization/Security Clearance

None required for this position.

AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.