Executive Assistant to Senior Tribal Attorney

Kalispel Tribe Careers•Airway Heights, WA

7d•Onsite

About The Position

Provides highly sensitive, confidential administrative and legal assistant support to the Senior Tribal Attorney as needed. This is an extremely fast paced environment. Responsibilities require the exercise of independent judgment, effective time management, excellent written and oral communication skills, technical knowledge of the specific areas of assignment, overall Tribal activities, enterprise activities, HR and IT operations and governmental relations and communications. Confidentiality and discretion are a critical performance component.

Requirements

Associate degree (A.A.) from a two-year college with an emphasis in Law Office or Business Management Administration, or a closely related field.
Three to five years’ experience providing executive level administrative support with knowledge of the legal system and experience working in a legal setting
Familiarity with applicable procurement processes and contracts to track and process related invoices and billing.
Ability to type at least 60 wpm with proficiency.
Ability to work in a challenging fast paced environment dealing with sensitive issues.
Ability to develop and maintain effective working relations with departments, staff, and the public.
Ability to coordinate multiple tasks with excellent time-management skills
Demonstrated skills with redlining documents and taking minutes for meetings with numerous participants.
Skill and knowledge of standard office procedures and case management software.
Advanced proficiency with computer applications such as Microsoft Word, Outlook, Access, PowerPoint, Excel, Adobe Acrobat, West Law, and internet search engines such as Google.
Ability to use and assist in the use of copy machines, postage machines and other related office equipment.
Knowledge of a 24-hour, 7-day a week operation and familiarity with gaming regulations.
Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Skill in solving practical problems and dealing with situations where only limited standardization exists, with an eye for detail
Excellent organizational, communication, and leadership skills.
Ability to maintain confidentiality and demonstrate the highest of ethical standards.
Skill in identifying and resolving administrative problems under pressure.
Responsible for maintaining consistent, regular good attendance.
Work nights, weekends, and holidays as required.
Obtain and maintain [License or Work Permit Level].
Valid driver’s license (must be in possession while operating a Tribal vehicle).
Able to obtain a Notary license.
While performing the duties of this Job, the employee is regularly required to stand; walk, use hands to finger, handle, or feel. Reach with hands and arms. Talk, hear, taste or smell. The employee is frequently required to climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 40 pounds and occasionally lift and/or move up to 50 to 70 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

Nice To Haves

Preferred bachelor’s degree (B.A.) or other advanced degree in related field.

Responsibilities

Maintain strict confidentiality of all matters and use diplomacy in all situations.
Answer phones and direct calls as appropriate in a professional manner. Must be able to work well with others and treat others with respect, patience, and dignity.
Perform a variety of administrative duties as required to include strategic planning, budget drafting and managing in both the government and enterprise procurement process.
Track budgets, maintain spreadsheets, track payments and correlate to contracts.
Assist with creating paper and electronic files for case tracking, meetings, and court hearings.
Monitor case file/client intake process including processing reports, assisting with billing, and creating contracts.
Monitor and manage incoming email correspondence for various email accounts including the Senior Tribal Attorney’s email account.
Perform scheduling and calendaring tasks and ensure the Senior Tribal Attorney has all documents necessary to complete client calls and/or meetings.
Process requisitions, reimbursements, travel, attorney licensing requirements, expense reports and other administrative support documentation.
Coordinate travel arrangements for attorneys as necessary.
Plan and organize meetings and events for the Legal Department both on and off-site.
Act as a liaison between the Senior tribal Attorney and staff.
Use mathematical computations, account coding and experience with budgets, budgeting theories, and principles.
Effectively communicating information through verbal and written correspondence to employees, managers, clients, customers, and the general public, including writing memos, business correspondence and procedural manuals.
Serve as communication link between Senior Tribal Attorney, Departments, Enterprises and outside agencies and entities, public or private, whether through personal interaction, written correspondence, telephonic communication, email or otherwise.
Create, update, edit, proof, and prepare routine correspondence, financial documents, memorandums, lists and other documents.
Use proper formatting, terminology, spelling, grammar and punctuation in all correspondence and communications both internally and externally.
Maintain office supplies and equipment using a purchase order system. Prepare Purchase Requisitions as needed and reconcile credit card charges and general ledger (GL) codes.
Prepare agendas, attend weekly meetings, compose minutes, and distribute approved minutes as directed.
Maintain and update electronic and physical files on a regular basis to include case files and Resolutions.
Develop and distribute reports from information gathered by others.
Assist in processing timesheets and other requests for leave from internal department.
Collect, route and calendar incoming mail for legal department. Must have familiarity with service of process. Accept service of process for requests for information such as subpoenas for the Tribal Business Council, enterprises, and employees.
Maintain tickler file of due dates and follow-up dates on action items and assist in maintaining the Senior Tribal Attorney’s schedule.
Be available and willing to work any changes in hours deemed necessary for business levels.
May be required to be a panelist for Internal Review Hearings.