Administration - Deputy Administrator

Puyallup Tribe of Indians•Tacoma, WA

3d•Hybrid

About The Position

The position requires considerable exercise of independent judgment, discretion and initiative and a high degree of contact with the Administrative Manager, Tribal Council, Executive Directors, employees within the organization and those doing business with the Tribe. The primary function is to oversee and guide the activities of assigned departments, compliance, legislative, auditing and special projects to ensure they are in compliance with the policies, procedures and goals of Tribal Administration and Tribal Council, and to see that objectives are met in a timely and professional manner. This position will provide the Administrative Manager with accurate and timely information to support decision-making and policy direction; serve as an agent of the Administrative Manager for conflict and dispute resolution matters and assist in overall daily administration. This position provides the Administrative Manager with effective, professional leadership, positioning Administration to meet the Tribal community’s current and future needs.

Requirements

Graduation with a Bachelor’s Degree from an accredited four-year college or university with specialization in Public or Business Administration, Compliance, Human Resources or a related discipline, and six years of progressively responsible related experience in a senior leadership capacity including a minimum of two years each of supervisory experience of both direct and indirect reports, public administration and compliance, and must demonstrate ten years experience and/or training providing compliance analysis and interpretation of internal and external regulations and demonstrated experience and knowledge in the legislative strategic planning process, or a satisfactory equivalent combination of education and experience.
Must demonstrate previous successful experience in leading large organizations, overseeing employee relations and compliance activities and managing budgets.
Intermediate computer experience with Word is required.
Must demonstrate knowledge of: Operations, services and activities of a Tribal government; Principles and practices of finance; Principles and practices of program development and administration; Principles and practices of contract negotiation; Principles and practices related to employee relations; Effective leadership methods and supervisory skills; Effective planning and organizational skills
Must demonstrate ability to: Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; Develop and implement administrative procedures and evaluate their effectiveness and efficiency; Exercise sound independent judgment in the application and interpretation of organizational policies and procedures; Make critical decisions involving large, complex technical situations; Establish and maintain effective and productive working relationships with the Administrative Manager, Tribal Council, Executive Directors, administrative staff and those doing business with the Tribe; Effectively coordinate, perform and complete multiple duties and assignments concurrently and in a timely manner; Effectively plan, assign, evaluate and supervise professional, technical and administrative staff Communicate clearly and concisely, both orally and in writing; Work in a team environment under stressful situations performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines; Maintain strict confidentiality at all times.
Ability to read, analyze, and interpret the most complex documents.
Ability to respond effectively to the most sensitive inquiries or complaints.
Ability to write speeches and articles using original or innovative techniques or style.
Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases.
Strong customer service skills and the ability to work with the public.
Must have and maintain a valid state driver’s license and ability to be insured.
Driver’s License must not contain any restrictions that would prevent the employee from driving a GSA vehicle.
Must pass a criminal background check prior to and periodically throughout employment.

Nice To Haves

Experience with Excel and/or Access is preferred.

Responsibilities

Meets with the Administrative Manager and Executive Management Team to discuss issues and objectives, to determine strategies and approaches, and to brief on current activities and challenges.
Meets with department managers as assigned to discuss programs or inquiries, answer questions, address challenges and resolve issues which may arise in the course of daily business, including budget, personnel, customer service and intradepartmental matters.
Monitors assigned departmental programs to ensure that budgets and schedules are met; control budgets through frequent review and analysis of invoices, payroll, accounting reports, contract payments and other data; prepare and/or review projections for cash flow needs; coordinate development, application and implementation of grants.
Develops and/or assists in the implementation of new programs or enhancements to existing programs with the Administrative Manager.
Directly supervises assigned department heads and assigned staff, establishing goals, objectives and performance targets; preparing and administering reviews of individual and department performance as assigned by the Administrative Manager.
Actively participates in the development of Administration’s strategic plan and strategies to achieve stated goals.
Actively participates in the development of budgets, monitoring of expenses, identification of new funding sources, and making budgetary recommendations to the Administrative Manager.
Performs the duties of the Administrative Manager in his/her absence.
Works with the Human Resource Department to oversee investigations, complaint and conflict resolution and serve as the Administrative Manager’s designee in grievance steps.
Will ensure the progressive discipline process is followed according to policies and will make recommendations for disciplinary action, up to and including termination, when necessary, to the Administrative Manager for concurrence.
Will work with the Administrative Manager and the Executive Director of HR, Training and Education to ensure consistent interpretation and application of laws, rules, policies and procedures.
Implements the Administrative Manager’s directives regarding policy and procedure, advises and recommends changes, facilitates and coordinates approved changes.
Participates and/or coordinates activities on special projects, such as Self-Governance Analysis Project & Economic Development activities, and oversees project or programs identified by Tribal Council or Administration such as Per Capita, Community Family Services, Medical/Funeral Services, Higher Education, Crisis Assistance, Travel, etc. as directed by Tribal Council and Administration.
Assists in the preparation and presentation of the annual audit report to Tribal Council in conjunction with Tribal Administration, Chief Financial Officer/Controller and independent auditing firm.
Coordinates and implements program performance reviews of departments that report to this position.
Prepares for Compliance Officer on proposed program regulations and guidelines prepared by funding agencies.
Provides ongoing review and input on tribal policies and procedures and manuals to include supporting the development and utilization of a resource database for policies, procedures and manuals.
Establishes and implements post award orientation conferences for all grants and contracts to insure the award is clearly understood and all parties are aware of their obligations.
Provides technical assistance to the Tribal Council, Administration, and programs regarding interpretation of federal and state regulations as well as other federal and state regulations, manuals, circulars, funding notices and other compliance documents.
Works cooperatively with Tribal Council Administration and Chief Financial Officer/Controller to ensure compliance with Generally Accepted Auditing Standards as required by the U.S. Office of Management and Budget Circular A-133, Audits of States, Local Governments and Non-Profit Organizations.
Oversees “request for qualifications” process to retain the services of an independent auditing firm in performing audits as required by U.S. OMB Circular, A-133.
Performs other duties as assigned.
Oversees Departments assigned by the Administrative Manager.
Carries out supervisory responsibilities in accordance with the Puyallup Tribe of Indians personnel policies and procedures, and all applicable laws. Responsibilities include interviewing, hiring, coaching and training employees; planning, assigning, and directing work; appraising performance; rewarding, recognizing and counseling employees; addressing complaints and resolving problems.