Coordinator II (BE)

Makah Tribal Council•Neah Bay, WA

3d•Onsite

About The Position

This position provides clerical and administrative support to the Business Enterprise Manager and program. Responsibilities include a wide range of tasks such as typing and reproducing documents, data entry, performing receptionist duties, maintaining records, managing Recreation Use Permits (RUP) staff and coordinating the Inn at Neah Bay reservations and events. Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

Requirements

High school diploma or general education degree (GED).
Previous experience and/or training in secretarial office technology field with a minimum of two years combined relevant experience/training is preferred.
Must have an understanding of general accounting practices.
Computer experience is required.
Must have ability to work with programs such as Word, Excel, additional software program experience is preferred.
Experience in conducting research on the Internet is desirable.
Ability to communicate orally and in writing.
Must be able to express self in a clear and concise manner for the purposes of correspondence, reports and instructions, etc. as well as obtaining information or conveying messages between the supervisor and other staff members.
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Must have a valid Washington State Drivers license and insurable.
May be required to drive a Tribal GSA vehicle to perform job duties. If so, a driving history/background check will be conducted on the applicant.
Knowledge of correct English usage, grammar, spelling, punctuation, and business letter and report writing.
Knowledge of fundamental record-keeping principles and procedures, receptionist and telephone techniques and filing systems.
Skill in following oral and written directions; establishing and maintaining working relationships with other employees, public and private officials, and the general public; learning rapidly; interpreting and applying laws, rules and office policies and procedures.
Ability to operate office equipment such as photocopier, scanner and telephone.
Knowledge of standard office procedures necessary to provide for the smooth and efficient operation of the program by maintaining appointment calendars and schedules, tickler files, setting up meetings and conferences, etc.
Ability to function effectively under pressure of time and/or demands of several tasks at once by effectively planning, organizing, and prioritizing work.
Knowledge of standard filing systems in order to prepare, file, and retrieve various documents efficiently.
Knowledge of tribal procedures and ability to perform work and accomplish tasks in accordance with established policies and procedures, practices, and priorities, of the office and Tribal organization.
Ability to plan and organize work using one’s own initiative and to seek information and assistance from other sources as necessary.
Ability to maintain strict confidentiality of records and information pertinent to the nature of work.

Nice To Haves

Previous experience and/or training in secretarial office technology field with a minimum of two years combined relevant experience/training is preferred.
Additional software program experience is preferred.
Experience in conducting research on the Internet is desirable.

Responsibilities

Types and reproduces a variety of daily correspondence and documents from handwritten, rough copy, or independently. This includes, but is not limited to, memorandums, letters, reports, presentations, directories, and forms. Responsibility will include proper assembly, arrangement, and grammar, and spelling.
Prepares intermediate drafts as requested. Creates and updates appropriate forms as needed.
Performs receptionist duties for program staff. Receives telephone calls and greets visitors; answers routing and procedural inquiries personally; and refers matters to supervisor or appropriate staff member.
Open and route incoming mail, generates routing responses, and prepares outgoing mail.
Establish and maintain an effective record keeping system. Obtains documents, files and background information, and assembles materials from files for use by program manager.
Responsible for ordering, distributing, and collecting Recreation Use Permits (RUPs) from local businesses. Also responsible for logging sales from local businesses into computer and auditing sales.
Develop and implement a comprehensive training program for all new RUP staff, ensuring they are knowledgeable about permit regulations, customer service protocols, and safety procedures.
Create and manage weekly work schedules for all RUP staff, ensuring adequate coverage for all shifts and locations.
Responsible for logging daily online RUP sales into computer and auditing sales. Develop and send out survey or report of online RUP purchases.
Manage reservations for the Inn at Neah Bay. This involves taking phone reservations, sending email confirmations, providing door codes, processing payments, and generating reports for the Enterprise Accountant in the Finance Department. Additionally, update the reservation list and send it to the Business Enterprise Manager and Resorts Manager. Inform the Resorts Manager about any maintenance issues at the Inn.
Responsible for logging sales from Cape and Hobuck Resort into computer and auditing sales. Update the Nightly worksheet as needed and send it to the appropriate resort and the Enterprise Accountant in the Finance Department.
Makes necessary arrangements for conferences, meetings, lectures, events, including space-time, equipment notification, etc.
Attend meetings or proceedings including staff meetings or training sessions as required. Will be required to take minutes and/or prepare summary reports of meetings.
Maintains and secures needed office supplies, publications, and services.
Prepares travel vouchers and arrangements for program staff or as directed.
Maintains record of correspondence and action documents and follows up on work in progress to ensure deadline date will be met.
Directly supervises 6-10 seasonal employees. Is responsible for the overall direction, coordination, and evaluation of these employees. Carries out supervisory responsibilities in accordance with organization’s policies and applicable laws. Responsibilities include interviewing, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.