Administrative Assistant

Job Description

Title: Administrative Assistant Department/Division: Tribal Secretarys Office Salary: Full-time / Hourly Supervisor: Tribal Secretary Subordinates: None Benefits: Employer Paid Medical, Dental, and Vision Insurance 401K Retirement Plan (Eligibility after one year of service). The company matches half of the employees 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, responsible for the Secretarys office administrative functions. The Administrative Assistant 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 is 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 Secretarys 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 Secretarys position is up for election or re-election. Reserving the conference room as needed for the candidates. Coordinating with other PBMI Departments and attorneys as needed to accomplish the tasks assigned. Work hours may vary according to the needs of the Tribal Secretarys Office. However, it will not exceed 40 hours per week. Coordinate the Tribal Secretarys schedule and appointments through subordinate staff, ensuring that the appropriate staff or individuals, proper files, data, reports, or other related material was 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, and needed support materials such as reports, position or opinion papers, etc. Makes arrangements and coordinates conferences, meetings, and 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. 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. Responsibilities and duties to be added with tenure in the position or as Administrative Assistant becomes proficient in current duties. 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 and in 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 even when working with difficult people. 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:

Must be 18 years or older and have a high school diploma or GED. Associate of the Arts degree is preferred. Must have at least two years of documented office, clerical, receptionist, and administrative experience. 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 Drivers License. Must be able to pass a Fingerprint-based background check of potential employees, volunteers, and contractors pursuant to Public Law 101-630 - Indian Child Protection and Family Violence Prevention Act. 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.

HOW TO APPLY

PLEASE SUBMIT A RESUME AND/OR APPLICATION TO: Jobs - Pala Tribe