Executive Assisstant

STANDING ROCK SIOUX TRIBE•Fort Yates, ND

1d•Onsite

About The Position

The Executive Assistant is responsible for the fiscal accountability, planning, managing and coordinating administrative support of the Reservation Resources Department.

Requirements

Possess a two (2) year degree in Business Administration, Office Technology or Computer related field with five (5) year’s work experience in an office management, accounting, or bookkeeping experience preferred. A high school diploma with ten (10) year’s work experience in an office management accounting, or bookkeeping experience required.
Proficient in Microsoft Office Applications (Word, Excel, Power Point, Access).
Proficient in carrying out general office duties such as; filing, typing, transcribing with efficiency in office equipment (copy, fax, printers, scanner and telephone) operation.
Solid command of basic arithmetic skills to perform calculations, understand financial and payment history records.
Strong work ethic and organizational skills with special attention to detail and ability to operate under pressure and stress.
Understand and carry out both verbal and written instructions and request clarification when needed.
Excellent customer service skills and demonstrate professionalism; maintain tact, courtesy, composure and flexibility when dealing with a variety of personalities.
Valid driver’s license and meet insurability requirements.
Pass appropriate background check
Demonstrate effective knowledge of the Standing Rock Sioux Tribe Financial Management Policy & Procedures, Social Media Policy, Personnel Policy & Procedures, Records Manual, and other related policies/codes.
Ability conduct research utilizing available resources to address questions and computer related issues.
Demonstrate effective understanding of computer, internet, E-mail and Social Media usage policy and procedures.
Ability maintain department calendar and coordinate meetings and appointments.
Ability to attend training sessions, workshops and seminars as scheduled.
Ability to maintain a daily record of work order requests and interactions.
Ability to maintain current with system information, changes, and updates as necessary.
Ability to handle multiple tasks and assignments simultaneously.
Ability to prioritize work assignments based on daily objectives.
Ability to perform in a team environment at all levels.
Demonstrate understanding of confidentiality statement with knowledge of the penalties for any violations as it pertains to department information.

Responsibilities

Maintain accurate budgets and cuff accounts for all Program funds.
Conduct reconciliation of program accounts on a monthly basis.
Assist in preparation of budget modifications, journal vouchers (JVs), drawdowns, and other financial processes as necessary.
Consult with the Director on monthly expenditures and budget projections.
Prepare department billing and process payments for expenditures in a timely manner.
Prepare and process all mileage claims, travel authorizations and expense reports in accordance with applicable policies and procedures.
Prepare and submit requests for payment and purchase order requests; ensuring all documentation needed for approval is created and attached.
Manage and monitor contracts for services agreements, and review costs periodically for accuracy in billing and receipt of services.
Obtain equipment related quotes, bids and submit orders for programs.
Conduct inventory of program equipment and maintain adequate supply of consumable office supplies.
Serve as first point of contact with the public seeking technical assistance and problem resolution with department-related issues.
Perform all phases of office support; filing, typing, data entry, database maintenance and general clerical duties.
Provide information, greet guests in a courteous and professional manner; screen visitors and schedule appointments to avoid interruptions.
Answer and route calls accordingly; take/relay messages.
Develop and maintain logs books and data for office visitors, telephone calls, incoming correspondence, and other department data as needed.
Prepare correspondence, memos and other documentation; exercising proper grammar and punctuation with limited guidance.
Assist with the diagnosis and advisement to user on appropriate action to resolve minor technical hardware and software issues.
Identify and escalate issues to Director that require urgent attention.
Assist with installation and perform minor repairs to hardware, software, or peripheral equipment, according to design or installation instructions.
Monitor copiers in regards to supplies, service orders, and renewals; ensuring all are kept up to date, ensure copy supplies are stocked, and copier leases are maintained.
Update all forms, telephone directories and documents.
Organize (manually and electronically) office information for quick and easy access of pertinent files.
Keep office in orderly fashion.
Perform other tasks, assignments and projects which may vary according to the demands of the Department.