Administrative Assistant

Pala Band of Mission Indians • Pala, CA

1d

About The Position

The Administrative Assistant serves the Tribal Secretary and is responsible for administrative functions in the Tribal Secretary's Office. The role ensures timely and accurate completion of office work, including typing, filing, report generation, reception, and related duties. It requires extensive communication with senior management and other programs to help ensure projects, initiatives, directives, and other work are completed as directed by the Tribal Secretary.

The position supports the Tribal Secretary's Office with records and meeting preparation, scheduling, correspondence, travel coordination, public inquiries, and election preparation. Work hours may vary according to office needs but will not exceed 40 hours per week. Additional duties may be assigned as the employee gains tenure or proficiency, along with other related duties directed by the Tribal Secretary.

The role requires a high school diploma or GED, at least two years of documented office, clerical, receptionist, or administrative experience, familiarity with business office practices and computer software, and a valid California Class C Driver's License. An Associate of Arts degree is preferred. Applicants must pass a fingerprint-based background check and agree to maintain a drug-free workplace, including marijuana. Indian preference applies.

Requirements

• Must be at least 18 years old and have a high school diploma or GED.
• At least two years of documented office, clerical, receptionist, or administrative experience.
• Familiarity with business office concepts and computer software, including MS Word, Excel, Outlook, the internet, and MS PowerPoint.
• Familiarity with accounting techniques, filing, organizing, and professional administrative skills.
• Valid California Class C Driver's License.
• Must pass a fingerprint-based background check pursuant to Public Law 101-630, the Indian Child Protection and Family Violence Prevention Act.
• Must acknowledge and agree to maintain a drug-free workplace, including marijuana, as a condition of employment.
• Ability to multitask on assigned projects and duties.
• Ability to communicate effectively orally and in writing with management, tribal government entities, and the general public.
• Ability to establish and maintain effective working relationships with Tribal officials, employees, and the general public, including difficult people.
• Ability to work independently, establish office efficiency, and set priorities to meet deadlines.
• Documented working knowledge of tribal ordinances and federal laws concerning Tribal Government.
• Demonstrated computer literacy and ability to use standard office software and other computer programs.
• Strong writing, listening, oral communication, and teamwork skills.
• Strong filing and organizational skills.
• Must maintain confidentiality at all times.
• Employees must follow the Tribal Personnel Policies and Procedures of the Pala Band of Mission Indians and applicable addenda.

Nice To Haves

• Associate of Arts degree.
• Indian preference applies.

Responsibilities

• Issue DMV Certification Forms under Policy No. 8 on behalf of Pala Band Members, file them, and maintain the log.
• Prepare Executive Committee and General Council resolutions and supporting documentation, including relevant eviction or exclusion preparations, and prepare documents and charged iPads for meetings.
• Assist with General Council mass mailings, processing approved donations, ordering office supplies, electronic filing, and maintaining hard-copy files of meeting packets and other Tribal Secretary's Office documents.
• Assist the Tribal Secretary with all aspects of Pala Band of Mission Indians election preparation, including reserving conference rooms for candidates as needed.
• Coordinate with other Pala Band of Mission Indians departments and attorneys to complete assigned tasks.
• Coordinate the Tribal Secretary's schedule and appointments, ensuring appropriate staff or individuals and relevant files, data, reports, and other materials are available for meetings.
• Confirm subordinate staff travel schedules and reservations; ensure the Tribal Council or Secretary is informed and prepared with itineraries, agendas, and supporting materials.
• Arrange and coordinate conferences, meetings, and conference calls, and assemble background materials through subordinate staff.
• Respond to priority incoming calls for the Tribal Secretary, greet the public, answer questions, and refer inquiries to appropriate staff when needed.
• Report regularly to the Tribal Secretary on assignments, duties, projects, and program activities; assist in setting objectives and meeting deadlines.
• Perform other related duties as directed by the Tribal Secretary.

Benefits

• Employer-paid medical, dental, and vision insurance.
• 401(k) retirement plan with eligibility after one year of service; the employer matches half of the employee's contribution up to 7%.
• Full-time employees can earn up to 13 vacation days per year.
• Full-time employees can earn up to 13 sick-leave days per year.
• Company-provided life insurance coverage up to $25,000.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED