Administrative Assistant - Automotive

SUMMARY

To provide administrative duties to the GTB Auto Shop. Be responsible for all incoming/outgoing mail. Assist with typing letters, billing, reports, filing, and data entry. To maintain telephone system, filing system in office and to assist community and GTB members with information as needed. General duties of receptionist as assigned by Supervisor as needed.

MINIMUM QUALIFICATIONS

• High School Diploma or GED.
• At least one year of office experience.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To be present from 8:00 a.m. to 5:00 p.m., Monday through Friday
• To comply with all GTB policies and procedures.
• Answer daily incoming calls, monitor answering machines and direct visitors, GTB Members, clients, and guests to appropriate personnel.
• Maintain in/out schedules/itineraries of personnel housed in the office.
• Open and close work repair orders.
• Complete service estimates based on automotive technicians' recommendations
• Must be able to perform any level of automotive repair as necessary or requested.
• Performs complex main engine, engine ignition, fuel system, and engine emission control system diagnosis and repair.
• Performs complex diagnosis and repair of automatic, standard, and electronic transmission mechanical and control systems, to include standard transmission clutch operation systems, transaxle and transfer case systems, and all phases of final driver operation.
• Performs complex diagnosis and repair of various types of suspension, steering, power assist, and alignment systems; diagnosis and repair of various types of brake systems, to include hydraulic systems, disc and drum brake applications, air brake systems, and anti-lock brake system operation.
• Performs complex general electrical and electronic system diagnosis and repair, to include starting and charging system, electrical wiring systems, gauges and warning systems, and accessory systems; diagnosis and repair of ventilation systems, heat and mechanical system repair
• Ensures proper care in the use and maintenance of equipment and supplies, promotes workplace safety
• Communicate vehicle needs to customers to sell the estimates.
• Daily addition and deletion of shop inventory.
• Pick up and drop off customers as needed.
• Pick up automotive parts and drop off cars as needed.
• Needs to ensure that employees in building use the sign in/out sheet each day.
• Schedule appointments with clients as needed.
• Ensure mail is correctly processed and given to the appropriate person(s), and forwarding mail through mail route system.
• Maintain current mailing list of agencies, and clients.
• Maintain copier and fax machine.
• Maintain office machines, office supplies and supply room in Satellite Office Building
• Keep maintenance records and warranties of all building office machines, telephone systems, appliances, equipment, key-file and cleaning schedules.
• Will assist with the billing of parts and services for member clients.
• Assist in preparation of correspondence and reports for all programs, assist with mailings as requested.
• Responsible for building recycling efforts.
• Be available for training to update skills and other skills necessary for growth of the position.
• Maintain highest level of confidentiality of all matters involved with GTB members, clients, staff and all related records.
• Other duties as assigned by your supervisor.

OTHER SKILLS AND ABILITIES

• Must have good written and verbal communication skills
• Must have good time management and organizational skills.
• Must have good interpersonal skills with demonstrated patience, tact, and respect.
• Must have good detail and follow-up skills.
• Ability to effectively establish priorities and meet deadlines.
• Work requires proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, and Outlook and other Microsoft office products and database applications.

EDUCATION and/or EXPERIENCE

• High School Diploma or GED.
• A minimum of 3 years of experience.
• Minimum of 1 year office experience.

DRIVING REQUIREMENTS

• Must have a valid unrestricted driver license be insurable by the GTB insurance carrier.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

Computers, Fax machines, modems, copiers, telephones, calculator, postage machine.

TYPICAL PHYSICAL DEMANDS

Physical demands are that one must be able to sit at the work station, use the computer, bend, stoop, stand while copying, some lifting and pushing may occur while filing, or relocating files, climbing stairs to retrieve stored files may occur. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No unusual exertion required

TYPICAL MENTAL DEMANDS

Must work well in crisis situations.

WORKING CONDITIONS

The work environment is a one-story office building, handicap accessible and climate controlled. Culture and traditional ways may be practiced, but such observation is not mandated or always visible to non-Natives. Non-traditional use of tobacco (smoking) is not permitted in the building. Designated smoking areas are outside. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources

Current Openings for Administrative Assistant Automotive Jobs at Grand Traverse Band of Ottawa and Chippewa Indians