Executive Assistant - MTM Only

Muckleshoot Indian Tribe•Auburn, WA

19h•$32 - $48•Onsite

About The Position

Under general supervision of the Senior Services Program Manager, this confidential position provides office management and administrative support services and supervises assigned staff. The Executive Assistant acts as a confidential assistant, manages records, schedules meetings, writes correspondence and reports, and researches information. This role involves planning, coordinating, and monitoring the work of subordinate employees, including interviewing, training, evaluating performance, and handling disciplinary actions. The position also provides specialized information and advice, interprets policies, and consults various legal and contractual documents. Responsibilities include managing vital records, performing financial calculations for accounts payable/receivable, budgeting, and payroll. The Executive Assistant may handle sensitive customer complaints, process mail requiring specialized knowledge, and attend/record public hearings, potentially making presentations. They may also schedule meetings, make travel arrangements, and maintain calendars for management staff. As part of the Tribe's commitment to community service, employees may be expected to perform a wide range of office and field duties.

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.
Keyboarding skills.
Analysis and problem-solving skills.
Oral and written communication skills.
Organization, work prioritization and time management skills.
Ability to maintain strict confidentiality of sensitive matters.
Customer service skills -- in person and via telephone (discretion, patience, etiquette, professionalism).
Excellent Interpersonal and human relations skills.
Ability to follow oral and written instructions; anticipate changes as appropriate.
Ability to work independently, and adapt to changes in work load demands.
Ability to provide training and coaching to subordinate staff.
Ability to evaluate employees and discipline as appropriate.
Ability to follow through on assignments as directed.
Ability to conduct research on specific work assignment as directed.
Knowledge of general office policies, principles and practices.
Knowledge of rules, regulations, codes, laws, policies, procedures and ordinances related to Operations Manager’s office.
Proficiency in computer software applications relative to the position including Word and Excel.
Basic accounting and mathematics skills.
Knowledge of conflict resolution techniques.
Ability to operate standard office equipment that may include computer, copier, fax machines and multi-line telephone.
Knowledge of program specific information, terminology and/or equipment.
Knowledge of principles and practices of supervision.
Current and valid Washington state driver’s license.

Responsibilities

Act as confidential assistant to the Senior Services Program Manager including records management, scheduling, setting up meetings, writing correspondence and reports and researching information as assigned.
Plan, coordinate, assign, prioritize, provide directions and monitor the quality of work of subordinate employees.
Identify and solve workload and scheduling problems to ensure deadlines are met; provide assistance to staff with difficult assignments.
Interview, select and train employees for assigned positions; evaluate employees’ performance and determine necessary action; coordinate and implement decisions on discipline problems and approve leaves.
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.
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.
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.
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 Management staff.
Perform a wide range of office and field duties from time-to-time, which may or may not be related to their regular responsibilities.