Administrative Assistant/Program Director

SUMMARY

Assist the Department Manager and coordinate Environmental, Fisheries and Inland Programs to meet the needs of the Sub-Department. To serve as Administrative Assistant and Program Director, provide secretarial and receptionist services for Natural Resources. Be responsible for all outgoing/incoming correspondence. Record and keep files on the Environmental, Fisheries & Inland programs. Coordinate effort on behalf of the Environmental, Fisheries and the Inland programs to meet the overall objectives for the Natural Resources Sub-Department.

MINIMUM QUALIFICATIONS

• Must have a High School Diploma or GED.
• Must have 1-3 years of experience working in an office.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as Administrative Assistant, providing secretarial and receptionist services for the Sub-Department Programs and the Natural Resources Building. Answer all incoming calls, take messages, and direct visitors or guests to the proper channel.
• Coordinate policies, procedures and requirements related to NRD responsibilities, functions, activities and events.
• Attend and take notes for the Natural Resources staff at meetings and events, etc., as directed by the Fish & Wildlife Coordinator
• Assist in field as necessary.
• Update various data bases (environmental, fisheries, inland, etc.)
• Maintain Natural Resources library, web page, key box and storage unit(s).
• Be responsible for all outgoing/incoming correspondence and communications. Help in the preparation of correspondence and reports for the programs.
• Record and keep files of the Environmental Biological Services, Inland Hunting and Fishing programs. (Paper/CD, DVD).
• Responsible to know marine radio, GTB Law Enforcement and State Police call number procedures and be able to locate in office at all times.
• Process the fishermen's monthly catch reports and send them to the Biological Services program.
• Maintain a schedule of meetings, itineraries, travel, vehicle sign-in/out logs, reports, inventories, etc. held in the Natural Resources Building.
• Be in compliance with funding agencies and GTB policies and procedures.
• Responsible for maintenance of the contract book(s) as required by the Grants and Contracts manual.
• Keep current and accurate files or special GTB Fishing Regulations, fishermen lists, and records of fishermen.
• Assist Fish & Wildlife in licensing and permitting of Tribal members.
• Assist Fisheries for all licensing procedures involving Tribal commercial fishermen.
• Maintain all equipment with the building, (i.e. fax, and phone system, furnace operation, security system, copier, and toner supplies, computer equipment, cleaning supplies).
• Be available for training to update skills necessary for growth of the Administrative Assistant/Program Director position.
• Other duties as assigned by your supervisor or division manager that relate to the overall coordination of events impacting all Natural Resources programs.
• Maintain the highest level of confidentiality on all matters involved in this position.
• Must be able to take and transcribe minutes of the GTB Natural Resources & Environmental Committee and other meetings. Maintain all records of the committee, including minutes, motions, etc.
• Coordinate educational outreach (newsletter articles, brochures, posters, webpage etc.).

OTHER SKILLS AND ABILITIES

• Must have excellent verbal and written communication skills.
• Must have excellent interpersonal skills with demonstrated patience, tact, and respect.
• Must have exceptional detail and follow-up skills.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must have proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, and other Microsoft office products and database applications.
• Must have good time management and organizational skills.
• Must have general math skills in adding, subtracting, dividing, multiplying and percentages are necessary to understand Program Status Reports, prepare modifications, and budget justifications.
• Must have reasoning ability when needed to contact appropriate people when an incident comes up, such as boat sinking, fishermen stranded on the lake, complaints from the general public, etc.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or GED.
• 1-3 years of experience working in an office.
• Must have previous Program Directors Training Certification or 2 years demonstrated abilities with program books, forms processing, departmental regulations and procedures and take next scheduled Program Directors Training.

DRIVING REQUIREMENTS

• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

SUPERVISORY RESPONSIBILITIES

None

OTHER INFORMATION

Federal Tax Exemption: 26 U.S.C. 7873(a) (1) provides an exemption from federal income tax on income, including wages, derived by members of the Tribe in the exercise of a fishing rights-related activity of the Tribe. 26 U.S.C. 7873(a)(2) provides an exemption from federal employment taxes, including FICA taxes, on wages paid to members of the Tribe for services performed in a fishing rights-related activity of the Tribe.

In accordance with the fishing rights-related tax exemption listed above, GTB has evaluated and determined that this position (Administrative Assistant) will be set at 75% tax exempt. This percentage will be re-evaluated and examined on an annual basis to determine validity in the percentage.

EQUIPMENT TO BE USED

General office equipment such as calculators, computer, copier, fax machine, phone system, postage meter, etc. Also requires specialized field equipment such as air quality, water quality measuring devices, fishing gear etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, lifting heavy objects, such as books, copier paper, etc. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc. and handling of fish and wildlife carcass.

TYPICAL MENTAL DEMANDS

The employee uses judgement in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Some deadlines are involved, so there is time pressure on occasion.

COMMENTS

Native American preference will apply. Must be able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Must adhere to company policies regarding strict confidentiality.

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/Program Director Jobs at Grand Traverse Band of Ottawa and Chippewa Indians