Administrative Assistant

PASKENTA BAND OF NOMLAKI INDIANS

TRIBAL GOVERNMENT

Executive Administrative Assistant

Position Description

Reports to: Director of Policy & Program Administration

Open: 07/14/23

Job Class: Exempt; 40 hours per week

Closes: 07/20/23

Email Application and resume to:

HR@paskenta.org

Projected Start Date:

07/31/23

"_Native Preference in hiring is given to qualified enrolled members of Paskenta Band of Nomlaki Indians and Native Americans in accordance with the Band’s Preference Policy (_Chapter 1-715 of the Paskenta Band of Nomlaki Indians Tribal Policies). Applicants claiming Indian Preference must submit verification of Indian certified by tribe of affiliation or other acceptable documentation of Indian heritage.”.

POSITION SUMMARY

The Executive Administrative Assistant’s responsibilities require advanced level executive support. A high degree of independent judgement, tact, discretion, initiative, and judgement is required. Will perform a wide variety of complex administrative duties. Uses discretion to organize work effectively to meet critical administrative deadlines. Completes projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem solving and adjusting plans.

DUTIES & RESPONSIBILITIES

1. Advanced level executive support.

2. Drafts and manages correspondence and communications, schedules appointments, and manages calendar.

3. Prepares travel arrangements, itineraries; approves and processes travel reimbursements.

4. Provides support for long-range planning and scheduling activities.

5. Maintains confidentiality in handling and processing complex, highly sensitive and confidential information, and data.

6. Provides executive administrative support within the organization.

7. Maintains calendars including the organization of meetings, interviews, video conferences and teleconferences.

8. Coordinates intergovernmental engagement which includes scheduling, drafting of agenda’s, recording and promulgation of meeting minutes.

9. Maintains confidentiality of government and operational information.

10. Provides excellent customer service to internal and external stakeholders.

11. Assists in managing Tribal Government office email and interoffice email.

12. Takes and forwards accurate and succinct messages.

13. Creates, edit, and proof correspondence and reports independently.

14. May assist in the creation of social media content and the active coordination of content scheduling and engagement.

15. Escalates problems or roadblocks to Executive Team to get resolution and direction as needed.

16. Provides assistance in developing standardized communications with outside and internal contacts.

17. Manages third-party hotel reservation requests.

18. Assists with special projects or other administrative duties as needed.

19. Other duties as assigned.

MINIMUM QUALIFICATIONS:

1. Minimum of three to five (3-5) years working as an Executive Secretary, Executive Administrative Assistant, Administrative Assistant or one to three (1-3) years of Tribal Government Office experience.

2. High School Diploma or GED required.

3. Demonstrated experience in supporting management.

4. Local travel is occasionally required. Travel outside of the state is infrequently required. Typical travel time is generally less than a week.

5. Possess a valid California Driver’s License and be insurable by the Tribe.

6. Strong organizational skills and ability to prioritize multiple tasks seamlessly with strong attention to detail.

7. Demonstrated high level of time management skills and efficiency in office procedures.

8. High level of ability to act independently but maintain effective level of communication.

9. Demonstrated computer literacy, including proficiency in Microsoft Office software.

10. Excellent command of English language, spelling, grammar, and punctuation.

11. Very strong interpersonal and effective communication skills, both written and verbal.

12. Principles and practices of record keeping ability to maintain accurate and up to date files for the office.

13. Ability to exercise discretion, maintain strict confidentiality and always adhere to the Tribal Code of Ethics.

NOTE TO APPLICANTS

Please be advised a pre-employment Drug Test and a Department of Justice Fingerprinting clearance will be required as a condition of employment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stoop. The employee must occasionally lift and/or move up to 25 pounds. Position may require exertion up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly lift, carry, push, pull or otherwise move objects. Specific vision abilities required by this job include close vision, distance vision, color vision peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

Work is performed in an office setting. The noise level in the work environment is usually low to moderate. This job routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines. The work environment characteristics described here are representative of 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.

Employment with Paskenta Band of Nomlaki Indians is voluntarily entered. All PBNI personnel are employed on an at-will basis. At-will employment may be terminated with or without cause, and with or without notice at any time by the employee or by PBNI. No manager, supervisor, or employee of the organization has any authority to enter into an agreement for employment for any specified period or to make an agreement for employment other than at-will terms. The job description does not constitute an employment agreement between Paskenta Band of Nomlaki Indians and employee and is subject to change by the Paskenta Band of Nomlaki Indians.

Job Type: Full-time

Pay: From $19.81 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $20 - $-1