Administrative Assistant to the Executive Director of Tribal Affairs | Ponca Tribe of Nebraska

Administrative Assistant to the Executive Direc...

Administrative Assistant to the Executive Director of Tribal Affairs

Expires on: 2018:10:22 11:00 PM

Position: Administrative Assistant to Executive Director of Tribal Affairs
Division: Tribal Affairs
Department: Tribal Affairs Administration
Reports To: Executive Director of Tribal Affairs
Location: Ralston, NE
Exempt/Non-Exempt: Non-Exempt
Salary: Grade 4 ($12.16-$19.84)
Classification: Full Time

Summary:

Incumbent is primarily responsible for performing a variety of secretarial and clerical duties as directed by the Executive Director of Tribal Affairs (EDTA). Incumbent is responsible for Ralston office coordination duties.

Essential Responsibilities and Duties:

  • Answer and screen all incoming calls, greet and screen visitors to determine the nature and purpose of the visit, and refer to appropriate program/office.
  • Take messages when staff is not available for calls.
  • Creates and modifies filing and record keeping pertinent to the work of the EDTA to insure availability of necessary information and confidentiality of the material.
  • Complies and tracks director payroll and leave requests for EDTA.
  • Attend director’s meetings, record minutes and distribute.
  • Compile and distribute monthly program and department reports.
  • Assist in preparing outgoing correspondence for the EDTA, ensuring that all errors in correspondence and reports are corrected.
  • Follow all written and oral communications and administrative policies and procedures.
  • Prepares and maintains a log of all incoming and outgoing mail and faxes.
  • Record and maintain office inventory including office and building keys.
  • Oversees GSA vehicle logs.
  • Sends monthly GSA reports to the Finance Department.
  • Coordinates the opening and closing of the building.
  • Maintain confidentiality.
  • Composes correspondence, reports, forms, and other documents independently or from transcripts, machines, notes of general instruction form supervisor and staff; proofread material and correct grammar, spelling or word usage; interprets Tribal policy on routine administrative matters and explains procedures to others; make appointments, coordinates meetings and schedule conference rooms/videoconference equipment for supervisors and staff using an online calendar system; prepares travel authorizations/check requests/settlements/reports; arrange hotel reservations and local travel plans for supervisor(s) and staff as assigned.
  • Establishes filing system for check requests, request for purchases and equipment inventory; maintain and controls confidential employee or administrative files; schedules office equipment maintenance.
  • May develop and maintain computerized spreadsheets and databases to enter information and generate reports; may produce, revise or refine formal presentation materials using presentation software.
  • Perform assigned duties with minimum amount of supervision; identify problems and recommend/implement solutions; interpret and apply policies and procedures within limits of authority; use tact and discretion; interact with supervisors, officials, employees and the general public; learn and adapt to new technology as it relates to office practices and procedures; maintain confidentiality IT information; pay attention to detail; work effectively despite interruptions; plan, organize and prioritize work.
  • Other duties as assigned.

Relationships and Authority:

This position does not have any supervisory duties.

Working Environment and Physical Demands:

Professional office environment.

Qualifications:

Minimum:

  • Associate degree in administrative assistant or similar field or an equivalent combination of experience and education.
  • One year experience of office management and/or as an administrative assistant.
  • Computer proficiency with Microsoft Word, Excel spreadsheets, PowerPoint and Access database programs.
  • Excellent written and oral communication skills.
  • Valid driver’s license and be insurable.
  • Successfully pass drug and alcohol testing, motor vehicle, education, character, and criminal background checks.
  • Able and willing to travel.

Preferred:

  • Bachelor degree in office administration or similar field.
  • Knowledge and understanding of Public Law 93-638: Indian Self-Determination Act.
  • One year experience working with Native Americans or Native American organizations.

Preference will be given to Ponca Tribe of Nebraska members or members of a federally recognized tribe. However, all qualified individuals are eligible.

The Ponca Tribe of Nebraska is an at-will employer.

Tribal Council Approval: 08/10/2018