Administrative Assistant II

Description

Who We are as a Tribe
The Habematolel Pomo of Upper Lake is a federally-recognized native sovereign nation. Our primary purposes relate to the overall wellbeing of our Tribal Members and our families. We have active programs and relationships with our Pomo tribal neighbors in Lake County California that will help us preserve our Pomo culture. Many of these activities help us rediscover lost traditions, spiritual beliefs and help revive our dying languages. Because we know that the world is a different place than when our ancestors were here, our Tribe works very hard to learn different ways of achieving economic self-sufficiency. We engage in a variety of economic development strategies which would not only benefit our families but also our neighbors. We strive to make sure that wherever we do business, it is done in a manner which respects our neighbor’s and larger community’s needs. In this vein, our Tribe looks forward to working with you.

Purpose of the Position
Under direct supervision of the Tribal Historic Preservation Officer (THPO), the Administrative Assistant II position provides administrative support to the THPO and the Cultural Resources Department (CRD), including planning and calendar management. This individual will work closely to ensure that timelines are followed, meetings are coordinated, and billing and financial statements are documented and processed. This position requires the ability to work efficiently and effectively in a fast-paced office environment and is expected to handle highly sensitive, confidential, and political information. The Administrative Assistant must be a self-starter, have a high level of concentration, and see tasks through to completion.  This position requires the ability to provide event planning and support for the THPO during meetings and conferences, including arrangements for travel, lodging, meetings, and other related tasks.

Essential Duties and Key Responsibilities
•    Maintains statistical and other record keeping.   
•    Places supply orders, manages supply inventory, and ensures office equipment is maintained and operating.  
•    Disseminates information and follow-up on action items. Assists in Tribal event and conference planning and coordination.
•    Maintains calendar for the THPO and arranges meetings for staff including the Language Program Manager and the Tribal Historian.
•    Prepares agenda and makes adjustments as necessary to scheduled meeting times. 
•    Processes expense reports, manages mail and emails, and sorts and answers correspondence. 
•    Assists with database entry of cultural items and language.
•    Manages collection requests and checkouts for cultural items, research library books/articles, and language.
•    Prepares monthly and quarterly departmental THPO reports and articles.
•    Assists with coordination and scheduling of Tribal property tours and other local government and community meetings/tours.
•    Assists with the coordination of sponsorship and donation requests.
•    Communicates with all employees that are involved in departmental projects.
•    Monitors the budget of the department.
•    Reviews, pre-approves, and codes invoices and applications for payments on contracts/agreements and general office needs. Includes monitoring of a contract’s overall dollar value to ensure that it is not exceeded.
•    Provides notice of meetings, events, and other obligations; provides follow-ups and reminders.
•    Screens visitors and telephone calls; greets scheduled visitors, ensures they reach the appropriate area or person, and announces visitors.
•    Disseminates interoffice and external communications via mail, phone messages, emails, correspondence, memos, and reports.
•    Prepares business expense reimbursements, invoices, and credit card payments.
•    Arranges and coordinates travel schedules and reservations.
•    Organizes and maintains the integrity of government records, file systems (including the Cultural Resource Database), correspondence, and documents.
•    Conducts research, compiles, and types of statistical reports.
•    Records and transcribes minutes of departmental meetings. 
•    Assists with coordination of multi-departmental activities.
•    Gathers and summarizes data, brief reports, and correspondence.
•    Screens incoming correspondence and refers them to appropriate staff member for reply and follows up to ensure that deadlines are met. 
•    Arranges correspondence for the staff's personal reply in order of priority with appropriate background material attached for reference. 
•    Reviews outgoing correspondence prepared by other staff members for THPO signature for consistency with administrative policy as well as for format, grammatical construction, and clerical error.
•    Relieves the staff of routine office details.
•    Performs other duties required or assigned by the THPO.

Skills and Abilities
•    Popular software programs, including, but not limited to, Microsoft Office (Excel, Word, PPT, Access), Acrobat Adobe, and similar programs.
•    Modern office practices and techniques.
•    Operating a computer. 
•    Internet programs used by the Executive Council and Cultural Resource Department (Zoom, Teams, Webex, etc.).
•    Hours worked may vary depending on special projects or as needed by the Department, including some evenings, weekends, and occasional holidays. 

Education and Experience
Required:
•    High school diploma, general education degree (GED), or a minimum of two (2) years of clerical experience and/or training, in lieu of education. PLUS one (1) or more years of direct experience performing administrative assistant functions for a Tribe or commercial business.
•    Ability to successfully complete pre-employment Skill Assessment to evaluate the following areas: 
•    English, Grammar, and writing skills.
•    Attention to detail.
•    Basic math.
•    Computer skills.
•    Reading and comprehension skills. 
•    All offers are contingent upon signing a confidentiality agreement and satisfactory completion of drug screening and background checks. Employer observes federal standards for controlled substances.
•    Required to possess a valid driver’s license and maintain a driving record that is satisfactory to the Tribe’s insurance carrier.

Preferred:
•    Secretarial or administrative experience from an administrative assistant certification program or an associate degree in business administration. 

Physical Requirements and Work Environment
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Prolonged periods in a stationary seated position, such as computer work.
• The employee is regularly required to stand and walk.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Frequently move, transport, and manipulate up to 15 pounds of equipment or packages.
• The scheduled hours are typically Monday through Friday from 8 am to 5 pm. However, the schedule may vary depending on special projects or events as needed, including some evenings, weekends, and occasional holidays.

Indian Preference 
Native American Indian preference shall apply to the position in accordance with Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e-2(i)), regulations of the Office of Federal Contract Compliance Programs (41 C.F.R. § 60-1.5(a)(7)), and/or other relevant laws.  Applicants claiming Indian preference must submit verification of Indian eligibility with their application. 

Qualifications