Administrative Support Supervisor

Tohono O'odham Nation

About The Position

Under limited supervision, coordinates, oversees, and/or performs a wide variety of administrative, fiscal, and executive support activities for the elected officials of the Executive Branch. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. The work is normally reviewed upon completion to ensure compliance with general organization/department goals, policies and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determination of work priorities, and the planning and coordination of projects.

Requirements

Knowledge of the Tohono O'odham culture, customs, and traditions.
Knowledge of applicable federal, state, tribal laws, regulations and requirements.
Knowledge of office management principles and procedures.
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
Knowledge of archiving principles and processes.
Knowledge of general accounting principles, procedures, systems, and documentation
Skill in budget preparation and fiscal management.
Skill in supervising, training, and evaluating assigned staff.
Skill in operating various word-processing, spreadsheets, and database software programs.
Skill in providing superior customer service for both internal and external customers.
Skill in information research, project management, organizing, and coordinating.
Ability to establish and maintain positive and effective working relationships with other employees and the general public.
Ability to maintain privileged confidential information.
Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
Ability to gather data, compile information, and prepare reports.
Ability to create, compose, and edit written materials.
Ability to develop and maintain recordkeeping systems and procedures.
Ability to supervise, lead, and train staff and/or others.
Ability to communicate efficiently and effectively both verbally and in writing.
Ability to establish and maintain effective working relationships with other employees, and the general public.
Ability to work independently and meet strict time lines.
Ability to work extended hours and various work schedules.
Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.
Associate's Degree in Business, Public Administration or closely related field and four years' work experience in a secretarial and administrative field, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.
One year of supervisory experience.
Must type 50 WPM.
Must demonstrate seventy percent proficiency in grammar, spelling and math.
Must obtain an Arizona Notary Public Commission certificate within six months of hire.
Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.

Responsibilities

Organizes, facilitates, and follows up on issues related to meetings and other special events for the Executive Office and for the Chairperson, as required; prepares, distributes, and maintains the official minutes and notices of executive meetings.
Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
Develops and manages all formal records and archives for the Executive Office. Oversees and/or participates in the coordination, supervision, and completion of special projects and events.
Develops, maintains, and oversees disposition of all formal records and historical archives pertaining to the work of the executive office, serves as principal resource and point of contact for all inquiries pertaining to official executive office proceedings and records.
Provides administrative support for the Chairperson to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
Improves staff effectiveness by coaching, counseling, training and recommending disciplinary action for employees; planning, delegating, monitoring, and appraising job tasks and results in a timely manner.
Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving, and plan, develop, and implement projects and programs.
Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
Utilizes an automated information system for word processing, electronic mail production of graphics and spreadsheets, and database input and retrieval.
Acts as an executive representative to gather and relay information and interacts with staff members, department directors, and elected officials.
Creates, composes, and edits technical and/or administrative correspondence and documentation prior to publication and/or distribution; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
Coordinates fiscal activities and maintains accounts for the Executive Office
Assists in the coordination, supervision and completion of special projects appropriately.
Coordinates, supervises, leads and guides the work of executive support staff as appropriately; participate in training evaluative sessions.
Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
Contributes to a team effort and performs other job related duties as assigned.