Administrative Assistant - Tribal Management

SUMMARY

Primary job is to answer the main telephone line with courtesy and in a professional manner at all times. To provide secretarial/receptionists support to the Grand Traverse Band of Ottawa and Chippewa Indians, (GTB). To be responsible for all incoming/outgoing mail, and maintain the filing system, records and equipment in office as needed. To assist the Executive Assistant to the Tribal Manager and the Tribal Manager and work with other Government Employees and Membership as requested, and assist with the coordination efforts on behalf of Tribal Manager for various events. General duties of secretary/receptionist will apply.

MINIMUM REQUIREMENTS

• High School Diploma or GED
• Two (2) years of experience
• Good customer service skills

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain office hours from 8:00 a.m. to 5:00 p.m., Monday through Friday
• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To provide various secretary/receptionist skills; such as typing, filing, creation of flyers, sorting of items to various staff and offices within GTB.
• To work with various computer programs such as; Word, Excel, Publisher, Outlook and Access.
• Maintain and keep updated the Travel Calendar on Outlook of all Government Employees
• To comply with all GTB policies and procedures, maintain up-to-date HR Manual at desk.
• Answer daily incoming calls, monitor answering machines and direct visitors, clients, and guests to appropriate personnel.
• Be available for training to update skills and other skills necessary for growth of the position.
• Assist will all programs in the institution and maintenance of applicable filing systems.
• Become knowledgeable of all GTB Service programs and make referrals as necessary to appropriate staff.
• To Maintain and keep log(s) for paperwork forwarded form the Tribal Manager's office such as: check request, purchase requisitions, vacation request and other necessary documents that are required to the appropriate office
• Assist in scheduling appointments and monitor the Administration building usage with department manager and other staff as needed.
• To be responsible for incoming and outgoing USPS, FedEx or UPS Mail to GTB Administration building, and post properly before mailing.
• To forward mail through internal mail route system and ensuring mail is correctly processed.
• If needed, to assist with transporting mail to the local post office
• Maintain all office equipment in area including; postage, copier and fax machine.
• Keep maintenance records and warranties of all building office machines, telephone system, appliances, and equipment, key-file and cleaning schedules.
• Responsible for all repairs and services with office equipment and Administration Building.
• Maintain office machines and office supplies monthly.
• Assist with building recycling efforts and energy saving methods.
• To assist with developing, training, and maintaining On-Call office staff.
• Assist and work with satellite office(s) as needed.
• Maintain absence calendar for all Staff supervised by the Tribal Manager and the Tribal Manager Executive Assistant.
• Assist with the weekly timesheets; maintain log sheets for these time sheets, from each employee supervised by the Tribal Manager and Tribal Manager Executive Assistant.
• Assist with events that pertain to the Tribal Manager's Office as needed.
• Contact immediate supervisor, Human Resources and Accounting when employees go home for illness, personal leave, or vacation as needed.
• Assist with the administration of all paperwork for all GTB Programs as requested. These may include Program Assignments, reports, and paperwork for program files.
• Maintain highest level of confidentiality of all matters involved with clients, students, staff and all related records.
• Assist the Tribal Manager Executive Assistance in all aspects of her job description as requested and trained to do.
• Assist with and supervise the Satellite Staff in the absence of the Tribal Manager Executive Assistance to the Tribal Manager.
• Assist the Tribal Manager, in the absence of the Tribal Manager Executive Assistance.
• To create and continually update procedures book for Administrative Assistant I position.
• To continually assist with ensuring job duties are completed in an efficient manner.
• Other duties as assigned by your supervisor that pertain to this position. and coordination of events affecting the area.

OTHER SKILLS AND ABILITIES

• Typing speed of 45 WPM, computer skills in word processing and data entry, Windows 2010, MS Word, Publisher, Outlook and Excel.
• High School Graduate.
• Minimum one-year experience in office management.
• Must have good oral and written communication skills, with the ability to communicate with Native people, and present a positive image to the public.
• Knowledge of Robert's Rules of Order, meeting set up, and processing meeting minutes.
• Must be able to pass GTB security check.
• Must pass character investigation and consent form mandated by Federal Law.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.
• Must be willing and able to complete Program Director Training within one year of hire date.

EDUCATION AND/OR EXPERIENCE

High School graduate and 1 year experience in office management.

SUPERVISORY RESPONSIBILITIES

None. However, in the absence of the Tribal Manager Executive Assistant, supervisory responsibilities may be requested.

TYPICAL PHYSICAL DEMANDS

Physical demands are that one must be able to sit at the work station, use the computer, bend, stoop, stand while copying, some lifting and pushing may occur while filing, or relocating files, climbing stairs to retrieve stored files may occur. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No unusual exertion required

TYPICAL MENTAL DEMANDS

Must work well in crisis situations.

WORKING CONDITIONS

The work environment is a one-story office building, handicap accessible and climate controlled. Culture and traditional ways may be practiced, but such observation is not mandated or always visible to non-Natives. Non traditional use of tobacco (smoking) is not permitted in the building. Designated smoking areas are outside. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Administrative Assistant Tribal Management Jobs at Grand Traverse Band of Ottawa and Chippewa Indians