Executive Assistant-MTS (MTM Only)

Muckleshoot Indian Tribe•Auburn, WA

6h•$66,185 - $99,278•Onsite

About The Position

Under general supervision of the MTS Administrative Support Manager, this confidential position provides office management and administrative support services and supervises assigned staff. Act as confidential assistant to the assigned Muckleshoot Tribal School Administrative Team members including the Superintendent and/or school Directors. Duties may include but are not limited to: records management, scheduling, setting up meetings, writing correspondence, reports and researching information as assigned. May supervise other Tribal Secretarial positions, including all performance management responsibilities. Act as direct liaison to the Tribal School Commission and Department of Education under the direction of the School Superintendent regarding Commission meetings, minutes, information requests or other actions as required. Act as liaison for the Tribal School Commission and Department of Education with community contacts or other appropriate information as needed. Be versed and understand all approved policies and procedures associated with the Tribal School so they can provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person, often involving complex, sensitive, confidential problems and/or potentially volatile situations. Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources, including spreadsheets and customized data applications. According to established policies and prescribed guidelines, control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled. Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll and/or other applications. May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion; work may involve legal, and/or other specialized materials, extensive statistical reports, editing policies and procedures, ordinances, contracts, public notices or other documents, requiring a comprehensive understanding of the subject matter. Process mail that may require attaching related correspondence or information before forwarding; selecting mail to handle personally where the response requires specialized knowledge of the assigned function; identifying priority and/or time sensitive matters; and ensuring security and confidentiality. May be responsible for planning and organizing mail-handling functions involving a large volume and variety of mail, or for coordinating large-scale publication and distribution projects. To attend and record public and/or departmental hearings and/or meetings, and at times may be required to make presentations. Represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings. May schedule meetings, make training and travel arrangements, and maintain calendars for assigned Muckleshoot Tribal School Administrative Team members. Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action. Coordinate, attend, participate in, and record the confidential minutes of Superintendent's administrative team meetings or other assigned meetings. Assists in the operation of the district's communication systems for emergency closings and general inter-district communications from the Superintendent and Board of Education. Assume and execute special projects as assigned to a high level and serve as backup contact person for school enrollment. 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

Graduation from a high school or equivalent with course work in general office practices
Six (6) years of experience as a confidential assistant, administrative assistant or similar position
Two (2) years’ experience supervising other clerical support staff
Ability to demonstrate/provide evidence of the ability to work independently with minimal supervision
A record of excellent attendance and punctuality
Keyboarding
Analysis and problem solving
Oral and written communication
Organization, work prioritization and time management
Maintaining strict confidentiality of sensitive matters
Customer service -- in person and via telephone (discretion, patience, etiquette, professionalism)
Excellent Interpersonal and human relations skills
Following oral and written instructions; anticipate changes as appropriate
Working independently, and adapting to changes in work load demands
Providing training and coaching to subordinate staff
Evaluating employees and disciplining as appropriate
Following through on assignments as directed
Conducting research on specific work assignment as directed
General office policies, principles and practices
Rules, regulations, codes, laws, policies, procedures and ordinances related to Operations Manager’s office
Computer software applications relative to the position including Word and Excel
Basic accounting and mathematics
Conflict resolution techniques
Operation of standard office equipment that may include computer, copier, fax machines and multi-line telephone
Program specific information, terminology and/or equipment
Principles and practices of supervision
Current and valid Washington state driver’s license

Responsibilities

Act as confidential assistant to the assigned Muckleshoot Tribal School Administrative Team members including the Superintendent and/or school Directors.
Act as direct liaison to the Tribal School Commission and Department of Education under the direction of the School Superintendent.
Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources.
Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports.
Control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files.
Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll and/or other applications.
Generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature.
Process mail that may require attaching related correspondence or information before forwarding.
Attend and record public and/or departmental hearings and/or meetings, and at times may be required to make presentations.
Represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings.
Schedule meetings, make training and travel arrangements, and maintain calendars for assigned Muckleshoot Tribal School Administrative Team members.
Report regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
Coordinate, attend, participate in, and record the confidential minutes of Superintendent's administrative team meetings or other assigned meetings.
Assist in the operation of the district's communication systems for emergency closings and general inter-district communications from the Superintendent and Board of Education.
Assume and execute special projects as assigned to a high level.
Serve as backup contact person for school enrollment.
Perform a wide range of office and field duties from time to time.