Administrative Assistant

JOB DESCRIPTION Title: Administrative Assistant Department/Division: Tribal Secretary's Office Status: Full-time/ Hourly Supervisor: Tribal Secretary Subordinates: None Benefits Employer Paid Medical, Dental, and Vision Insurance 401K Retirement Plan (Eligibility after one year service).
Company matches half of employee's contribution up to 7% Vacation Earn up to 13 days per year for FT employees Sick Leave Earn up to 13 days per year for FT employees Life Insurance The Company provides up to $25,000.
00 POSITION SUMMARY Serves as the Administrative Assistant to the Tribal Secretary, which is responsible for the Secretary's office's administrative functions.
The incumbent is tasked with ensuring timely and accurate administrative functions through subordinate staff when applicable, such as typing, filing, report generation, receptionist, filing, and related duties.
Utilizes extensive communication skills with senior management and other programs as needed to ensure that all projects, initiatives, directives, or other related work are completed in a timely and complete manner as directed by the Tribal Secretary.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Issuing DMV Certification Forms according to Policy No.
8 — License Fee Exemption Certificate on behalf of Pala Band Members, filing, and keeping the log updated.
Preparing Executive Committee (EC) and General Council (GC) Resolutions, preparing the supporting documentation, which may include but not limited to Tribal Law Enforcement (TLE) Eviction/Exclusion preparations, and charging of iPads and downloading documents for EC Meetings and or GC Meetings, (letters, emails, resolutions, researching for appropriate documentation, etc.
).
Assist with all GC mass mailing, processing approved donations, office supply ordering, electronic filing, and filing hard copies of the EC & GC packets and filing all other documents of the Tribal Secretary's Office.
Assist the Tribal Secretary with all aspects of the PBMI Election preparation in order to be able to complete the tasks for elections when the Tribal Secretary's position is up for election or re-election.
Reserving the conference room as needed for the candidates.
Cover the Tribal Secretary's front office at all times and the entire office in the absence of the Tribal Secretary.
Coordinating with other PBMI Departments and attorneys as needed to accomplish the tasks assigned.
Responsible for the preparation of Tribal Secretary Reports and submitting to the Tribal Secretary for review and signature.
Proofing EC Agendas, GC Agendas, letters, EC Minutes, GC Minutes, Ordinances, Policies, and not being exclusive.
Assist the Tribal Secretary with updating or creating new PBMI Ordinances, Policies, Contracts or Agreements, MOU's, MOA's, and other legal documents.
Work hours may vary according to the needs of the Tribal Secretary's Office.
However, it will not exceed 40 hours per week.
Responsible for coordinating the Tribal Secretary's schedule and appointments through subordinate staff, ensuring that the appropriate staff or individuals, proper files, data, reports, or other related material is available and prepared for the Tribal Secretary during said meetings.
Confirm with subordinate staff travel schedules and reservations are accurate.
Will ensure that the Tribal Council/Secretary is appropriately informed and prepared relative to travel itinerary; meeting, conference, or related activity agenda; needed support materials such as reports, position or opinion papers, etc.
Makes arrangements and coordinates conferences, meetings, conference calls, and assembles established background materials through subordinate staff.
Responds to priority incoming telephone calls for the Tribal Secretary, greets the general public, answers questions, or refers to the appropriate Pala Band of Mission Indians staff when needed.
Administers assigned tribal programs efficiently and effectively, consistent with program goals and objectives.
Responsible for formulating program, department, community policies, and procedures as needed to meet the Pala Band of Mission Indians' goals and objectives.
Reports regularly to the Tribal Secretary concerning the status of all assignments, duties, projects, and functions of the various programs and activities; assists in establishing program objectives and meeting deadlines.
Some travel may be required.
Performs other related duties as directed by the Tribal Secretary.
KNOWLEDGE SKILLS CERTIFICATIONS AND ABILITIES: Ability to multitask with assigned projects and duties.
Ability to communicate effectively orally, writing to all management levels, tribal government entities, and the general public.
Ability to establish and maintain an effective working relationship with Tribal officials, employees, and the general public.
Ability to perform duties independently, establish office efficiency, and set priorities to meet deadlines.
Possesses documented working knowledge of tribal ordinances and federal laws concerning Tribal Government.
Demonstrated computer literacy and ability to use standard office software (i.
e.
, MS Word, Excel, Outlook, internet, MS PowerPoint, and various other computer programs).
Strong writing, listening, oral, and important teamwork skills are a must.
Filing and organizational skills are a must.
Confidentiality is a must 100% of the time for this position.
MINIMUM QUALIFICATIONS: Prefer a Bachelor of Arts (BA) degree.
Related work experience with at least an Associate of the Arts (AA) degree in business or related fields.
Must be familiar with business office concepts and computer software (i.
e.
, MSWord, Excel, Outlook, internet, MS PowerPoint, and various other computer programs).
Must be familiar with accounting techniques, filing, organizing, and professional administrative skills.
Must have a valid California Class C Driver's License.
Must be able to pass a security background check.
Must acknowledge and agree to maintain a Drug-Free workplace (including marijuana) as a condition of employment with the Pala Band of Mission Indians.
Indian preference will apply.
OTHER REQUIREMENTS: All employees are expected to follow the Tribal Personnel Policies and Procedures of the Pala Band of Mission Indians and adhere to any additional applicable addendum.