The Executive Assistant, under the direction of the Assistant Executive Director, is responsible for providing executive support in a one-on-one working relationship. The position serves as the primary point of contact for internal and external clients or customers on all matters pertaining to the office of the Assistant Executive Director. This includes, but is not limited to performing staff assistance on difficult-to-complex development of policy/procedural implementation, tracking of multi-level projects pertaining to governmentally funded programs including planning, administration, organization, operation, budgeting, human resource and financial management.
ESSENTIAL DUTIES: (includes, but is not limited to, the following)
• Acts as a liaison with Tribal Board, Executive Office, Tribal members, and staff and outside agencies and/or governments for the Assistant Executive Director's Office.
• Assists with submitting timely and accurate grants, including writing, packaging, implementing and reporting as needed.
• Assists in preparing presentations and developing reports both financial and administrative.
• Develops and maintains databases; prepares and reviews reports, memos, letters and other documents using word processing, spreadsheet, and database or presentation software.
• Plans, prepares and coordinates meetings; schedules, attends, takes and distributes meeting minutes.
• Provides assistance to the Assistant Executive Director with human resource administration and management functions by independently reviewing operating practices and assisting with implementing improvements when necessary.
• Conducts research and preparation of statistical and analytical reporting as it relates to various projects under the direction of the Assistant Executive Director.
• Assists with development, implementation and training projects generated from Executive Offices.
• Maintains files, prepares and reviews correspondences and reports for editing purposes, files and retrieves documents, records and reports.
• Prepares disbursement vouchers and processes vendor payments.
• Disseminates internal and external correspondence and information for the Assistant Executive Director's office.
• Tracks and monitors correspondence, time and attendance information and schedules.
• Develops and updates, coordinates and implements departmental procedures.
ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)
• Serves as a back-up to the Executive Offices, Chairperson's Office and Front Desk/Reception Area in the absence of administrative staff as needed.
• Coordinates daily work in support of the Executive Office goals and objectives.
• Enters and verifies Kronos / Payroll for staff directly under the supervision of the Assistant Executive Director and for other staff/departments as directed.
• Receives, verifies and processes sick, vacation and exempt leave requests.
• Assists in the updating of job descriptions, personnel forms and records.
• Assists in the posting, interviewing and hiring process, as needed.
• All other job-related duties as assigned.
CONTACTS:
Immediate peers, peers in other departments, immediate supervisor/manager, managers in other Departments, executives, Board of Directors, customers, outside vendor/service providers, Federal, State and Tribal and local governments and agencies, general public and Tribal members.
PHYSICAL REQUIREMENTS:
Position sedentary primarily sitting/lifting of maximum of 10 pounds. Physical factors include constant sitting, use of hearing, and typing; frequent use of near vision, smelling, midrange vision, far vision, depth perception, color and field of vision; occasional standing and walking; occasional carrying, lifting, pushing pulling under 25 pounds; occasional climbing, stooping, kneeling, reaching and manual handling and bending. Working conditions include frequent air quality; and occasional exposure to weather, extreme cold, noise and vibration. Protective equipment/clothing needed to perform job include personal protection kit to include gloves and mask.
REQUIREMENTS:
Education: High School Diploma or equivalent required. Bachelor's degree in Business/Office Administration or Management preferred.
Experience: Minimum of 4 years of experience working in a progressive office setting required. Two years of experience working in a Tribal Office setting preferred. Experience working with grants; grant writing, submissions and grant implementation preferred.
Certifications/License: Will be required to complete and pass pre-employment drug testing.
Knowledge, Skills and Abilities: Must have working knowledge of project management and training material development. Must have working knowledge of practices and formats for development and strategic planning, financial and human resources management and effective training methods. Working knowledge and proficiency in organizational/flow chart, project management and other specialty software programs preferred. Must have working knowledge and proficiency in the use of Microsoft Word, Excel and Access. Knowledge of Microsoft PowerPoint and JD Edwards accounting software preferred. Must be able to independently plan, organize, schedule, coordinate and make decisions and judgments relating to assigned projects and other responsibilities. Must be able to apply sound analytical decision-making processes and approaches and develop alternative solutions to problems. Must be able to communicate effectively, verbally and in writing, in diverse range of audiences and settings. Must be able to work independently, exercising judgment and initiative. Must have excellent organization skills. Must be able to maintain and generate accurate and complete records and reports. Working knowledge of Tribal Governmental, Internal and Membership Services preferred. Knowledge of tribal administration and accounting practices preferred. Knowledge of Tribal organizational structure required. Must maintain confidentiality. Native American preferred.