Administrative Officer

Open Competitive

JOB TITLE:                Administrative Officer

DEPARTMENT:        Forestry & Wildland Fire Management

CLASS:                       Full Time/Non-Exempt

SALARY:                    $40,542.58 - $52,705.36

OPENING DATE:     August 06, 2026

CLOSING DATE:      Open Until Filled

SUMMARY OF POSITION

Under the direction of the Forestry & Wildland Fire Management Director, the Administrative Officer provides administrative and operational support to all departmental programs. The position coordinates records, timekeeping, travel, purchasing, contract reimbursements, customer service, dispatch support, and limited budget and financial tracking. This is a non-supervisory position that helps organize work, communicate deadlines, and maintain complete and accurate administrative records.

DUTIES AND RESPONSIBILITIES

· Provide administrative support to the GIS, Timber, Forest Development, Wildland Fire Management, Hazardous Fuels Reduction, Monitoring, and Reserve Treaty Rights Land programs.

· Coordinate routine office workflow, program requests, deadlines, correspondence, calendars, meetings, travel, and follow-up items as directed by management.

· Process and review employee timekeeping in TimeClock Plus, accumulated leave information, payroll corrections, and related supporting documentation.

· Maintain departmental records in accordance with applicable Departmental Records Schedules or General Records Schedules and continue transitioning records to organized electronic files and folders.

· Prepare, route, track, and close purchase requisitions and assist with the applicable procurement process.

· Track lines of accounting, assist with budget reconciliation, maintain supporting financial records, and prepare documentation for contract reimbursements.

· Provide customer service to employees, Tribal members, vendors, partner agencies, and visitors; route questions and requests to the appropriate program.

· Provide dispatch and communications support for routine local day-to-day operations and emergency activities as assigned and trained.

· Draft, review, edit, format, and distribute correspondence, memoranda, letters, reports, forms, and other departmental documents.

· Help establish administrative priorities, communicate assignments and deadlines, and follow up on requested work without exercising formal supervisory authority.

· Maintain confidentiality and ensure information is shared appropriately and transparently across departmental programs.

· Comply with Tribal, federal, and applicable state policies and procedures.

· Perform other duties assigned to support Forestry & Wildland Fire Management.

SUPERVISORY CONTROL

The Administrative Officer is directly supervised by the Forestry & Wildland Fire Management Director or designee. The position does not supervise employees, evaluate performance, issue discipline, or independently approve personnel actions. The position may coordinate workflow, communicate management priorities, provide administrative guidance, and track completion of assignments.

MINIMUM QUALIFICATIONS

· Four years of progressively responsible administrative experience in an organization of moderate complexity.

· Bachelor's degree in business administration, public administration, accounting, finance, office administration, or a related field; or an associate degree combined with relevant experience; or an equivalent combination of education and experience.

· Experience with personnel timekeeping, records management, purchasing, procurement, budget tracking, reconciliation, travel, and contract reimbursement processes.

KNOWLEDGE, SKILLS AND ABILITIES

· Proficiency with Microsoft Word, Excel, PowerPoint, Access, Adobe Acrobat, email, and electronic filing systems.

· Ability to review and edit correspondence, including memoranda and letters.

· Strong organization, customer-service, verbal communication, and written communication skills.

· Ability to manage competing deadlines, maintain accurate records, and follow detailed procedures.

· Ability to perform routine dispatch and communications support after receiving required training.

· Ability to coordinate work and communicate priorities without formal supervisory authority.

· Ability to work with confidential personnel, financial, and program information.

OTHER REQUIREMENTS

· Work holidays, weekends, or extended hours when workload or emergencies require.

· Attend required training and travel.

· Successfully complete a background investigation and pre-employment drug and alcohol screening.

· Possess a valid driver's license and remain eligible under Tribal insurance requirements.

· Maintain confidentiality and professional working relationships with all programs.

PREFERRED QUALIFICATIONS

· Bachelor's degree in Business Administration or a closely related field.

HOW TO APPLY

Submit a completed Employment Application to: Human Resources Department, PO Box 179, Peach Springs, AZ 86434, fax (928) 769-1191, or call (928) 769-2215/2216 for information. To be considered for employment, the Human Resources Department must receive a completed application by 5:00 PM on the closing date. A resume will not be accepted in lieu of a completed employment application. All applications and supporting documentation submitted become the property of the Human Resources Department; please keep copies for your records.

PREFERENCE

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 Public Law 88-355, Section 703 (702-71), and Public Law 93-638, Section 7(b).

THE HUALAPAI TRIBE IS AN EQUAL OPPORTUNITY EMPLOYER/PROGRAM

Auxiliary aids and services are available upon request to individuals with disabilities.