Meeting Specialist

Fond du Lac Band of Lake Superior Chippewa•Cloquet, MN

15h•$22 - $25•Onsite

About The Position

The Meeting Specialist works with the public and a variety of staff to compile, prepare, and distribute materials for Reservation Business Committee (RBC) meetings. This role involves editing, formatting, proofreading, and correcting documents and agendas. The specialist tracks and manages the flow of agenda information to the RBC through an assigned computer program and plays a key role in managing the RBC meeting calendar in collaboration with the RBC, Executive Directors, and Administration Scheduler. Support is provided at RBC meetings, including setting up electronic conferencing, presentations, engaging with the public, and coordinating facility needs. The position also tracks public, Division Directors, and Employees discussions and RBC decisions from meetings to ensure appropriate staff follow-up. Additionally, the Meeting Specialist collects, edits, prepares, and tracks documents, resolutions, and contracts for signature by the RBC, assigns resolution and ordinance numbers, and maintains logs. A comprehensive filing system for meeting minutes and agenda documents is maintained, along with a departmental calendar to assist staff with deadlines. The role requires attending additional meetings as directed by the RBC, recording, typing, and filing minutes for these meetings, which may include various types of committee and collaboration meetings. Meetings can be held off-location or electronically, and outside of normal working hours. Researching previous discussions and decisions made by the RBC is also a responsibility. The position requires appropriate work attire, attendance at mandatory department training, and ensuring the confidentiality of financial and employee/client records. A responsive and professional demeanor is expected in handling requests, complaints, and problems. Employees are representatives of the Fond du Lac Band of Lake Superior Chippewa and must display courtesy, respect, and sensitivity. The role requires maintaining proper attendance and a clean, organized work area. Flexibility and assumption of additional responsibilities as deemed necessary by management are also expected.

Requirements

Class D Driver’s License required. Must have a reliable vehicle with proof of insurance.
AA degree preferred; five years’ experience in Administration; or a combination of education and experience is required.
Demonstrated experience in taking meeting minutes are required.
Dictation or speedwriting skills are required.
Knowledge of computer applications to include word processing, databases, and/or data entry. Spreadsheets, and Microsoft Outlook is required.
Knowledge of Native American communities, culture, customs, and beliefs is preferred.
Ability to communicate effectively orally and in writing is required.
Ability to work independently and establish priorities is required.
Attention to detail and accuracy is required.
Ability to establish professional and harmonious working relationships on all projects and with all parties involved.
Subject to drug and alcohol testing in accordance with the Fond du Lac Reservation’s Personnel Policies.
Subject to pre-employment and annual background checks.
Subject to immunization review and submitted proof of required vaccinations.
Travel is required.

Nice To Haves

AA degree preferred
Knowledge of Native American communities, culture, customs, and beliefs is preferred.

Responsibilities

Works with the public, and a variety of staff to compile, prepare and distribute materials for RBC meetings, including editing, formatting, proofreading and correcting documents, and agendas.
Tracks and manages the flow of agenda information to the RBC, through an assigned computer program.
Works with the RBC, Executive Directors, and Administration Scheduler to define meeting schedules. Plays a key role in managing the RBC meeting calendar.
Provides support at the RBC meetings, including setting up electronic conferencing, presentations, engaging with the public and coordinating facility needs.
Tracks public, Division Directors, Employees discussions and RBC decisions received during meetings to ensure that appropriate staff follow-up.
Collect, edit, prepare, and track documents, resolutions, and contracts for signature by the Reservation Business Committee.
Assign resolution and ordinance numbers. Maintain a log of resolutions and ordinances presented to the Reservation Business Committee.
Maintains a comprehensive filing system for the meeting minutes and the corresponding documents from the agenda.
Maintains a comprehensive departmental calendar, assisting staff to meet essential deadlines.
Attend additional meetings as directed by the RBC and is responsible for recording, typing, and filing minutes of these meetings. Additional meetings to include but not limited to monthly Open Reservation Business Committee Meetings, Budget Meetings, Investment Meetings, Election Process Meetings, Business Partnership Meetings, County Collaboration Meetings, Emergency Management Meetings, and Government to Government Relations Meetings.
Meetings may be held off location or electronically, and outside of normal working hours.
Research previous discussions and decisions made by the Reservation Business Committee as requested by the Reservation Business Committee, Executive Director(s), Legal Affairs Attorney(s), Chief Financial Officer, Internal Auditor or Division Directors.
Appropriate work attire is required.
Must attend all mandatory department training.
Ensures confidentiality of financial records and all records for employees and/or clients.
Displays a responsive and professional manner in promptly responding to all requests, complaints, and problems.
Recognizes that each employee is a representative of the Fond du Lac Band of Lake Superior Chippewa and is responsible for demonstrating courtesy, respect, and sensitivity to the needs of all others, including visitors and co-workers.
Represents the Fond du Lac Band of Lake Superior Chippewa and the department in a positive and professional manner in the community.
Required to maintain proper attendance including reporting to work on time in accordance with applicable policies.
Maintains a clean and organized work area.
Due to changes and modifications in the job from time to time, employees are required to be flexible and assume other responsibilities assigned by management as deemed necessary.