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
Salary: Grade 4 ($12.16-$19.84)
Classification: Full Time
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.
- 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.
- 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