Tribal Administrator Executive Assistant

Description

Job Summary
Incumbent will provide direct and indirect administrative support to the Tribal Administrator.  Responsible for the proper administration of all duties necessary in managing the office, including but not limited to relations, meeting preparation, records retention, and scheduling reception. 

Individual will perform highly responsible varied or specialized administrative work which involves a variety of difficult work procedures or specialized substantive work.  Duties are carried out with considerable independence within established guidelines and policies under the general supervision of the General Manager.

Job Duties & Responsibilities
COMPLETES OPERATION BY:

• Supervises and schedules front desk receptionists and archivist roles.
• Developing schedules, gathering resources and maintaining reference manuals; implementing new procedures.
• Investigating, evaluating, and recommending office supplies and equipment;

ACCOMPLISHES STAFF JOB RESULTS BY:

• Providing tools and equipment necessary for staff performance accountability  

PROVIDES SUPPORT TO TRIBAL ADMINISTRATOR BY

• Welcoming and providing information to visitors, vendors, and tribal members, either in person or by telephone;
• Answering or directing inquiries;
• Assisting   Tribal Administrator/Deputy Tribal Administrator during regularly scheduled staff meetings and speaking in their absence;
• Maintaining relationships with tribal representatives, legislators; tribal members, political affiliates, etc.;
• Coordinating senior management staff action plan schedule;
• Following up on project completion with senior management staff;
• Collecting and distributing information;
• Preparing letters and memos.

CONSERVES TRIBAL ADMINISTRATOR’S TIME BY

• Reading, researching, and routing correspondence;
• Drafting letters and documents;
• Collecting and analyzing information;
• Initiating telecommunications.

CONSERVES TRIBAL ADMINISTRATOR’S APPOINTMENT SCHEDULE BY

• Managing the calendars and scheduling appointments;
• Planning and scheduling meetings, conferences, teleconferences, and travel’
• Maintaining and publishing the monthly corporate calendar;

RESOLVES PROBLEMS BY

• Attending and participating in appropriate administrative and committee meetings.

PROVIDES HISTORICAL REFERENCE BY

• Controlling correspondence;
• Designing filing systems;
• Defining procedures for retention, protection, retrieval, transfer, and disposal of records.

MAINTAINS QUALITY IMPROVEMENT PROCESS BY

• Understands the Tribe’s and employees needs by demonstrating courtesy, diplomacy and tact during interactions with internal and external parties;
• Prepares and monitors indicators for quality and continuous improvement;
• Demonstrates continuous initiatives for improvement of administrative services;

MAINTAINS OFFICE EQUIPMENT BY

• Establishing quality standards;
• Inspecting and evaluating the physical condition of administrative areas, recommending necessary changes to Maintenance to improve sanitation, appearance, and efficiency;
• Arranging equipment replacement, service, and repair.

MAINTAINS OFFICE SUPPLIES INVENTORY BY

• Checking stock to determine inventory level;
• Anticipating needed supplies and associates costs;
• Placing and expediting orders for supplies;
• Verifying receipt of supplies.

MAINTAINS SAFE WORKING ENVIRONMENT BY:

• Reporting any unsafe conditions to appropriate supervisor upon discovery. 
• Adhering to all local, state, and federal moderate complexity regulations
• Complying with federal and state laws and regulations regarding the protection of the health of employees and provide for appropriate occupational health services for those employees

MAINTAINS QUALITY RESULTS BY

• Participating in the quality assurance program;
• Assisting staff with ideas for ways to improve administrative services;
• Generating reports;

CONTRIBUTES TO TEAM EFFORT BY:

• Participating in the appropriate committees and other workgroups;
• Performing other related duties as directed by supervisor.

MAINTAINS PROFESSIONAL AND TECHNICAL KNOWLEDGE BY

• Conducting research to improve administrative operation technology;
• Attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices.

OTHER RELATED DUTIES AS ASSIGNED

Necessary Knowledge, Skills, and Abilities

• Knowledge in accounting, versed in office and reception protocols.
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants. 
• Skills in operating personal computers using a variety of computer software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to work independently as well as with teams.

KIC Competencies

Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition. 

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers.

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Working Conditions

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit, climb, or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, and depth perception.  The noise level in the work environment is usually average.

Conditions of Hire

• May be required to possess and maintain a valid driver's license or capable of obtaining one, as well as be insurable by KIC’s company insurance.
• KIC is a Drug-Free Workplace. All employees must adhere to KIC drug and alcohol policies and procedures to ensure a safe workplace. Employees must pass a pre-employment and subsequent random and/or for-cause drug and alcohol screening to be eligible for and maintain employment.
• KIC has several positions that must comply with the P.L. 101-630 Indian Child Protection and Family Violence Protection Act (ICPA); all employment offers in the "covered" classification are conditional until KIC has received a Federal criminal background check verifying eligibility to work in these programs.

This Job Description describes the essential duties and qualifications.  It is not an exhaustive statement of all the job duties, responsibilities, or qualifications; management has the exclusive right to alter or add to this job description at any time without notice.  Incumbent(s) may not be required to perform all duties listed and may be required to perform additional related duties as assigned

Qualifications

Minimum Education & Experience Required

• Highschool Diploma or Equivalent
• Minimum three years’ experience in administrative capacity required.
• A combination of relevant experience, education, and training may substitute for education and experience requirements on a year-for-year basis.
• Proof of valid driver's license with acceptable driving record (when DL is required for the job).

Preferred Education & Experience

• Associates degree in business or related field preferred.
• Motivation for professional and career advancement.
• Experience in community clinic preferred and a strong commitment to multi-disciplinary teamwork.

Salary : $27 - $41