Business Committee Executive Secretary

Quapaw Nation Careers

1d•Onsite

About The Position

This position provides comprehensive administrative and organizational support to the Quapaw Nation Business Committee. The position encompasses a full range of basic and advanced administrative functions, including, but not limited to, the preparation of accurate, clear, and concise resolutions; the composition, coordination, and distribution of official meeting agendas; the transcription and maintenance of formal meeting minutes; and the drafting of general correspondence, memoranda, reports, and other related documentation as directed by the Quapaw Nation Business Committee.

Requirements

Proficiency in research, interpretation, and analysis of diverse information.
Ability to work independently and collaboratively to achieve objectives.
Strong initiative; must be a self starter.
Ability to work additional hours as required.
Ability to follow direction and absorb large volumes of information efficiently.
Demonstrated analytical skills, including data synthesis and workflow development.
Effective problem solving skills.
Physical ability to work extended periods at a keyboard or workstation.
Maintain a current driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.
Demonstrated professional administrative skills, including basic accounting techniques.
Must be capable of obtaining a public notary license.

Nice To Haves

Associate degree in a related field preferred, but not required.

Responsibilities

Maintain absolute confidentiality and integrity with all written and oral information regarding tribal business, elected officials, and sensitive data.
Accurately receive, document, and relay messages; demonstrate initiative in resolving issues or providing requested information whenever possible.
Schedule meetings as directed, ensuring all participants are notified, equipment requirements are identified and arranged, and necessary accommodations are provided.
Provide exceptional customer service to tribal members, employees, and the public by communicating in a professional, courteous, and respectful manner at all times.
Research, compile, and analyze data for special projects and reports as requested or directed by the Business Committee.
Assist the Business Committee with administrative functions and day to day coordination within the authority granted by the Committee and this position description.
Prepare agendas and all supporting documentation; attend meetings; transcribe and distribute meeting minutes within established timeframes.
Prepare and assemble monthly Business Committee packets, including resolutions, reports, and supporting materials.
Coordinate posting requirements for Business Committee and General Council meetings, including agenda preparation and public postings in compliance with policy.
Foster a collaborative and productive working relationship among Quapaw Tribal Members, Quapaw Nation employees, and the Business Committee.
Respond appropriately to incoming calls, visitors, and correspondence on behalf of the Business Committee.
Communicate official information on behalf of the Business Committee in accordance with established protocols and tribal governance procedures.
Ensure all resolutions are properly formatted and reviewed prior to submission to the Business Committee.
Coordinate inclusion of Business Committee information in newsletters and on the Quapaw Nation website.
Prepare, maintain, and manage filing systems to ensure accurate record keeping in compliance with tribal records management policies.
Maintain a complete and accurate record of tribal ordinances and laws.
Facilitate amendments to tribal ordinances and maintain and preserve tribal and state compacts.
Implement and comply with policies related to donations and sponsorships; maintain accurate tracking records.
Provide administrative support to subcommittees, including stipend processing, collection of meeting minutes, and coordination of vacancies and appointments.
Demonstrate excellent written and verbal communication skills.
Demonstrate proficiency in Microsoft Office 365 and related communication, collaboration, and data visualization tools.
Maintain high organizational standards with the ability to implement systems and follow up processes, exercise independent judgment, manage competing deadlines, and produce high quality work under pressure.
Demonstrate the ability to independently manage multiple tasks and priorities, including: Maintaining accurate and well organized physical and digital records. Implementing structured workflows to improve efficiency. Handling confidential information with discretion. Effectively utilizing office software (including Outlook) for scheduling and task management.
Take initiative to solve problems and provide requested information.
Perform other related duties as assigned.
May attend professional meetings, workshops, and trainings.
May serve on organization wide or professional committees.
Perform basic equipment maintenance as needed.