Tribal Council Transcriptionist/Executive Support

SUMMARY

The Transcriptionist position will accurately and timely transcribe Tribal Council meetings. Attend and record Tribal Council meetings upon request or when the Executive Assistant to Tribal Council is unavailable. Take minutes of the Tribal Council meetings, including all Tribal Council Regular and Special Session motions and minutes, keep records of those meetings to include a log of completed and uncompleted Tribal Council meeting minutes. Successfully complete/satisfy research requests pertaining to any/all current and archival Tribal Council meeting minutes on behalf of the Tribal Council. Meet directives and provides executive support to the Tribal Council Executive Assistant, as well as providing executive support to the Tribal Council in absence of the Executive Assistant to Tribal Council. Must obtain a clear understanding of the GTB Tribal Council Mission Statement-Goals and Objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be present from 8:00 a.m. to 5:00 p.m. daily, Monday through Friday.
• To be in compliance with all Grand Traverse Band of Ottawa and Chippewa Indian policies and procedures.
• Transcribe Tribal Council meetings and other meetings upon request using the FTR Reporter System in Microsoft Word. Copy, file and distribute completed approved minutes to all buildings/departments within the tribal government and Economic Development Corporation.
• Attend all meetings of the Tribal Council and other meetings as directed by Supervisor, transcribing minutes, prepare and distribute electronic packets to Tribal Council and appropriate staff in the absence of the Executive Assistant to Tribal Council.
• Complete internal and external research requests for any/all current and archival Tribal Council meeting minutes obtaining approval for release.
• Maintain Tribal Resolution file and provide for resolution as required by Council, Executive Management and Federal Agencies in the absence of the Tribal Council Executive Assistant.
• Maintain questions/comments from Annual Membership Meeting; prepare for GTB News verbatim transcription when requested.
• Send out global GTB Bereavement Announcements/Funeral Arrangements; order flowers for those tribal members from the 6-county service area.
• Set up Tribal Council Chambers for meetings/work sessions (coffee, water, sound system, etc.)
• Prepare sign-in sheets for Tribal Council Meeting attendance and report in monthly newsletter.
• Maintain basic office functions; monitor incoming calls with accurate messages, acting as liaison between Tribal Council offices, and the internal offices and the general public especially in the absence of Executive Assistant to Tribal Council.
• Maintain highest level of confidentiality of all matters involved in this position.
• Be available for training to update skills in computerization and skills necessary for growth of the Tribal Council Transcriptionist/Executive Support position.
• Summarize Tribal Council meetings, transcribing meeting minutes in a summary format to include transcribing in verbatim format when necessary
• Assist with the coordination of the calendar for Tribal Council efficiently in the absence of the Executive Assistant to the Tribal Council.
• Perform other duties as assigned by Tribal Council Executive Assistant that relate to the overall coordination of events and activities related to the implementation of the Tribal Council's legislative and executive functions in furtherance of the governance function of the GTB.

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
• Must be able to effectively establish priorities and meet deadlines.
• Must have proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, and other Microsoft office products and database applications.
• Must be able to analyze taped discussion/information at times described as complex, such as legal discussion to be transcribed from Tribal Council meeting recordings.
• Must be able to use Digital Recording Software to record and transcribe the Tribal Council meeting minutes.

EDUCATION AND/OR EXPERIENCE

High School diploma or GED required. Associates Degree in Business Administration: Office Management preferred. One to three years transcription experience preferred, or any combination of education and experience will be considered.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

General office equipment such as computers, copiers, and fax machine, phone system, FTR Reporter (Digital Recording Software).

TYPICAL PHYSICAL DEMANDS

May be required to lift up to 15 lbs. on occasion. Must be able to stand and/or walk for extended periods of time. May also be required to reach, bend, stretch, kneel, crawl, lift and carry on occasion.

TYPICAL MENTAL DEMANDS

Must be able to handle stressful and compromising situations while remaining focused and professional. Must be able to deal with various types of personalities and people without losing perspective. Must be able to work productively under strict time constraints with variable deadlines.

WORKING CONDITIONS

Work is generally performed in a multi-person non-smoking office environment.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and 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 Tribal Council Transcriptionist/Executive Support Jobs at Grand Traverse Band of Ottawa and Chippewa Indians