EXECUTIVE ASSISTANT

Vacancy Ann. # STOI-18-019
Title EXECUTIVE ASSISTANT
Supervisor EXECUTIVE DIRECTOR/ADMINISTRATIVE DIRECTOR
Department EXECUTIVE DIRECTION
Location WELLPINIT, WA
Status REGULAR, FULL-TIME
Rate of Pay $14.00 - $16.00/PER HOUR, DOE, DOQ
Opening Date NOVEMBER 2, 2017
Closing Date NOVEMBER 16, 2017

SUMMARY:

The Executive Assistant performs, coordinates, and oversees technical and office administrative duties in support of the Executive Director and Administrative Director, including the provision of varied and complex office duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Executive Assistant position is distinguished from other administrative support positions in that it provides highly sensitive support to the Tribal Executive Director and Administrative Director. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment in overall Tribal activities and inter-governmental relations.

Key Duties:

  • Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the Tribal headquarters.
  • Represent the Tribe and act as a Tribal liaison for the Tribe when interacting with the general public, elected officials, and all outside agencies whether it be through personal interactions, by phone, or by email;
  • Coordinate office activities and schedules. Develop and recommend office procedures and systems. Ensure smooth office operations. Provide guidance to other administrative assistant staff on procedures and techniques. Supervise clerical employees as needed.
  • Review and summarize reports and documents. Prepare background documents as necessary.
  • Research and analyze routine administrative projects for the Executive Director and/or Administrative Director.
  • Receive and distribute the Tribal Executive Director and Administrative Director mail to identify those items requiring priority attention of the Chairman/Chief Executive Officer and/or executive level staff.
  • Process requisitions and reimbursements and bills. Must be familiar with Tribal budgets and the budget process.
  • Provide follow-up to assignments that are delegated to management staff by the Executive Director. Provide status reports to the Tribal Executive Director and Administrative Director.
  • Receive and screen communications to the Executive Director and Administrative Director including telephone calls, email messages, memorandums, and other correspondence.  Use independent judgment to determine priority attention. Determine and redirect to appropriate director level staff.
  • Facilitate communication between Spokane Tribal members, community members, and director level staff with the Executive Director and Administrative Director.
  • Communicate and coordinate as directed with the Tribe’s legal representatives.
  • Independently respond to letters and general correspondence of a routine nature. Draft or assist in drafting and editing correspondence to be signed by the Executive Director, Administrative Director and Tribal Council.
  • Make travel arrangements for the Executive Director, Administrative Director; maintain appointment schedules and calendars for the Executive Director and Administrative Director; arrange meetings and conferences.
  • Maintain files of outgoing correspondence, memorandums, and reports;
  • Maintain Council action resolution files for Executive Director and Administrative Director
  • Create and maintain Tribal member database and Council resolution and action form database.
  • Perform basic research and prepare reports as directed by Executive Director and Administrative Director;
  • Coordinate, schedule, attend and transcribe minutes for other boards/committees as assigned.  Act as liaison with board representatives or officials of other entities or agencies in conjunction with board duties, utilizing appropriate protocols and procedures.

ADDITIONAL FUNCTIONS, SKILLS AND KNOWLEDGE:

  • Exemplary customer service skills must be provided to Council members, Spokane Tribal members, Executive and Director level staff, coworkers, and other governmental and outside agencies;
  • Must be able to work independently using initiative and own judgment within established policy and procedural guidelines.
  • Act as a dedicated team member working well with all levels of staff and the ability to work well with other team members in developing a consensus;
  • Ability to analyze and resolve office administrative and procedural problems. Create innovative techniques for performing assignments;
  • Ability to use basic mathematical computations, account coding and understanding of basic budgeting theories and principles;
  • Effective time management – ability to prioritize and organize own work, coordinate projects, meet deadlines, and follow-up on assignments;
  • Additional duties as assigned.

 MINIMUM QUALIFICATIONS:

  • A High School Diploma or GED and three years of high level administrative office experience.
  • Experience working within a Tribal government structure is preferred. 
  • Previous supervisory experience preferred.
  • Must be able to type 60 words per minute.
  • Must have strong computer and word processing skills, including experience with computer applications such as Microsoft Word, Outlook, Access, PowerPoint, Excel, and Adobe Acrobat;
  • Demonstrated ability to use proper English, spelling, grammar and punctuation in business correspondence.
  • Must have strong transcription skills.
  • Requires strong organizational skills.
  • Must be able to work independently.
  • Must be able to maintain strict confidentiality of all matters and to use diplomacy in all situations.
  • Must have demonstrated good work ethics. Integrity and trustworthiness are required.
  • Must have a valid Washington State Driver’s License, a good driving record, and be Tribally insurable.

WORK ENVIRONMENT:

  • This position is performed primarily in an office environment.  Significant portions of the job require extended sedentary periods; constant work with computers, including extended periods of keyboarding; and repetitive motion of hands and wrists.
  • This position requires the ability to bend, stoop, lift, carry, and move items weighing up to 20 pounds.
  • This position requires regular local travel.
  • This position requires the ability to safely operate a motor vehicle.
  • This position requires some work to be performed outside general business hours. Occasional evening meetings or weekend work may be required.

 Please Submit a Resume, Cover Letter, and completed STOI Employment Application for consideration.

 
Applications Are Available In the Tribal Human Resources Department

P.O. Box 206, Wellpinit, WA 99040

Applications can also be downloaded from our website:

www.spokanetribe.com

Contact: Sabrina McCoy (509) 458-6583 or Geraldine Abrahamson (509) 458-6527

  FAX: (509) 458-6556

E-mail:   sabrina.mccoy@spokanetribe.com

Applications Must Be Received In the Human Resources Department

No Later Than 4:30 p.m. on the Closing Date

The Spokane Tribe Reserves the Right to Hire According To Its Indian

Preference Policy

Applicants Are Subject To A Pre-Employment Drug Test

Positions with the Spokane Tribe Are Subject To a 90-Day Orientation Period