Executive Assistant to the Tribal Manager

SUMMARY

To provide executive office management skills and executive secretarial skills, organize, instruct and occasionally provide receptionist duties. Coordinate efforts on behalf of GTB and the programs housed in the Tribal Managers Office. Be responsible for all incoming/outgoing mail. Assist with typing for letters and reports, filing, and data entry. Supervisor of outlying offices: Benzie, Charlevoix and Traverse City Receptionist positions, as well as the Administrative Assistant.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Typing speed of 45 WPM, computer skills in word processing, data entry, Windows 97, Outlook, and Excel.

• Must be punctual, self-starter, have excellent organizational skills and ability to work well with coworkers.

• To be present from 8:00 a.m. to 5:00 p.m., Monday through Friday, with additional time as needed.

• Maintain highest level of confidentiality of all matters involved with clients, staff and all related records.

• To comply with all Grand Traverse Band policies and procedures.

• Answer daily incoming calls, monitor answering machines and direct visitors, clients, and guests to appropriate personnel.

• To insure that employees in building use the sign in/out sheet each day.

• Schedule appointments with department managers and other staff as needed for the Tribal Manager's Office.

• Maintain current mailing list of agencies, clients, and Tribal members.

• Maintain inventory of equipment and supplies and order supplies as needed by office.

• Maintain minutes, records and all documentation in the Tribal Manager's Office.

• Process check requests, purchase requisitions, travel request and travel closeouts.

• Assist programs in the institution and maintenance of applicable filing systems.

• To maintain central files of governmental programs and provide copies of files to the grants and contracts office.

• Prepare correspondence, filing, copying and data entry.

• Notify program directors when reports are required or late, follow protocol.

• Verify use of casino packets and maintain record of them.

• Make travel arrangements/registration/reservations for the Tribal Manager.

• Provide Information monthly to the Tribal Newsletter on activities pertaining to the Tribal Manager's Office.

• Become knowledgeable of all GTB service programs and make referrals as necessary

• To develop and maintain substitute office help list when Office Manager/Receptionist is out of office, substitute list to include office staff as needed.

• On site supervision for maintenance worker to insure building is maintained.

• Conduct annual performance evaluation of office managers in outlying offices: Benzie, Charlevoix, and Traverse City.

• Be available for training to update skills and other skills necessary for growth of the position.

• Required to do Evaluations on time with the Office Managers located in satellite offices.

• Collect Weekly time Sheets and Itinerary from each person supervised by the Tribal Manager while they are on travel status or off site.

• Contact immediate supervisor when employees go home for illness, personal leave, or vacation time.

• Other duties as assigned by the Tribal Manager that relate to the overall coordination of events affecting the area.

• Be able to be insured to drive Tribal vehicles.

• Must be respectful and courteous to the Tribal Membership at all times and represent the Tribal Manager's Office with professionalism and integrity.

OTHER SKILLS AND ABILITIES

• Must have outstanding written and verbal communication skills.

• Good time management and organizational skills are critical.

• Excellent interpersonal skills with demonstrated patience, tact, and respect.

• Exceptional detail and follow-up skills.

• Work requires computer literacy, preferably in Windows, Word, Excel, Outlook, and other Microsoft Office products and associated peripherals.

• Must be able to type 45 WPM.

• Ability to quickly evaluate alternatives and decide on a plan of action.

• Must have knowledge of Robert's rule of Order, meeting set up, and processing meeting minutes.

• Must have thorough knowledge of budgets and fiscal reporting.

• Must have knowledge of word processing, spreadsheets, and transcription.

• Must be highly organized and able to work with other departments within the tribe.

• Must have Program Director certification.

EDUCATION AND/OR EXPERIENCE

Associates Degree from an accredited college or university, or a two (2) year degree from Secretarial Science, or Business Management. Five (5) years experience in business administration, and knowledge of Federal and State Grants and contracts.

SUPERVISORY RESPONSIBILITIES

Direct supervision of the Tribal Administration Office Manager, with indirect supervision of the GTB Satellite Offices located in Traverse City, Charlevoix and Benzie. This position will assume responsibilities of the Tribal Manager in their absence.

EQUIPMENT TO BE USED

General office equipment, computer, calculators, modem, copiers, fax machine, phone system, etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting lifting, reaching walking and occasionally lifting heavy objects, such as books or a case of paper. Should have corrected normal range of hearing and sight. Regularly requires verbally expressing or exchanging ideas of important instructions, loudly or quickly.

TYPICAL MENTAL DEMANDS

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

WORKING CONDITIONS

A good deal of work is performed in an office environment, but it is important to realize that in some of the work is in the various GTB offices and you are expected to go on-site on a regular basis.

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 Executive Assistant to the Tribal Manager Jobs at Grand Traverse Band of Ottawa and Chippewa Indians