Tribal Council Support Staff

Muckleshoot Indian Tribe•Auburn, WA

13d•Onsite

About The Position

Under general direction, performs advanced administrative and professional management work in support of the assigned Tribal Council member and the Administrative Support Manager in the areas of research, communications, public relations, project management and administration. Assures the flow of accurate information in a timely and efficient manner, and maintains a high level of confidentiality. Responsible to maintain strict confidentiality in all aspects of administrative operations records and actions.

Requirements

Graduation from a two-year community college or vocational school with course work in general office practices, accounting or closely related field
Six (6) years of experience as a confidential assistant, administrative assistant or similar position
Two (2) years’ experience supervising other clerical support staff
Skilled in written and verbal communication
Skilled in customer service
Skilled in operating standard office equipment, including personal computer and applicable software
Skilled in organization and time-management
Skilled in establishing and maintaining effective working relationships
Skilled in conflict management
Skilled in research and technical analysis
Knowledge of principles and practices of public administration and government organizations
Knowledge of government operation, organizational structure, municipal management, elected officials, and their functions
Knowledge of research and statistical methods and techniques used in public administration
Knowledge of ordinances, codes, and policies governing Tribal operations
Knowledge of general theories, principles, and techniques of both oral and written communications
Knowledge of tribal community affairs and issues
Ability to perform difficult and complex administrative assistance to relieve the Tribal Council Chair and Vice Chair of administrative detail which may require independent judgment and decision making skills
Ability to exercise independent judgment
Ability to interpret, apply, and explain laws, rules, regulation, contracts, policies, and procedures
Ability to assemble complex material and summarize, in report form, communications
Ability to compose, proofread, and edit effective oral and written communication
Ability to establish and maintain effective and cooperative working relationships with others
Ability to analyze situations accurately and adopt and effective course of action
Ability to work independently with minimum supervision
Ability to plan and organize work to meet schedules and timelines
Ability to maintain records
Ability to maintain confidentiality
Continuously uses vision
Frequently sits for long periods of time
Frequently talks and listens
Manual dexterity for computer work and routine paperwork
Occasionally walks and reaches with hands and arms
Occasionally lifts up to 25 lbs
Current and valid Washington State driver’s license required

Nice To Haves

Experience working with Native American governments

Responsibilities

Ensures customer satisfaction is top priority at all times and in all communications and interactions with all personnel.
Provides a high level of customer service to the senior leadership through executing a variety of tasks including, but not limited to: filing, scanning, and printing documents, handling email correspondence, updating charts in Microsoft Office, creating and updating reports, picking up lunches, ordering special supplies, retrieving and responding to voicemail, etc.
Works cooperatively with all entities of the Tribe in the administration of assigned duties.
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.
Attends and may record public and/or department hearings and/or meetings, to include Tribal Committee meetings, and at times may be required to prepare presentations.
Arranges and prepares for meetings.
Takes minutes at meetings.
Consults statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarizes information and prepares reports based on analyses of data and other information sources.
Controls the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
Generates 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, requiring a comprehensive understanding of the subject matter.
Composes, drafts, types and/or word processes, proofreads and edits documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.
Prepares and submits expense reports and reconciles credit card statements for processing and reimbursement to concur; makes all travel arrangements, including air, ground transportation and hotel, and produces detailed travel itineraries for individual and group travel.
Performs moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.
Acts as a confidential assistant to the assigned Tribal Council member and the Administrative Support Manager, including records management, scheduling, setting-up meetings, writing correspondence and reports and researching information as assigned.
Composes and prepares memos, letters, and other correspondence from rough drafts; formats documents, proofreads and verifies documents for accuracy.
Handles logistics for internal and external meetings, including reserving conference rooms, arranging flip charts, printing and preparing meeting materials, ordering catering, greeting guests, etc.
Finalizes correspondence for signature and distribution as appropriate.
Conducts research/analysis and special projects on an ongoing basis on a variety of issues.
Maintains, inventories, orders, collects and distributes supplies and/or equipment.
May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.
Gathers, interprets, and prepares data for studies, reports, and recommendations: coordinates division activities with other divisions and agencies as needed.
Processes 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.
Records training and workshops relative to assigned responsibilities; develops project scope of work and leads projects across divisional lines.
May be expected to perform a wide range of office and field duties from time to time, which may include driving.