Administrative Assistant to the Chairperson Closing Date: Open Until Filled
- - Government - Administration
- Sault Ste. Marie, MI, USA
- Year Round - Full Time
Under the primary supervision of the Executive Director, this position is the point of contact for the Chairperson's Office. The position is responsible for initiating and coordinating clerical and administrative functions to support the day-to-day operations of the Tribal Chairperson's Office and also provides administrative support as delegated to the Executive Office.
- Point of contact for Chairperson's Office: receives and routes callers and visitors; determines nature of call/visit and answers general questions.
- Assists in coordinating Chairperson's meeting agendas and schedules as directed.
- Ensures Chairperson receives all meeting packets as requested.
- Maintains and orders office supplies and equipment for the Chairperson's Office as assigned.
- Coordinates travel for Chairperson's Office, ensuring travel is reconciled in a timely manner and complies with all travel policies.
- Receives, tracks, and routes communication to/from Chairperson's Office to appropriate staff (mail items, phone calls, emails).
- Receives and processes documents for Chairperson's signature and maintains signature log.
- Maintains annual calendar for Chairperson which includes scheduling appointments, meetings, and travel as well as tracking any other calendar-related items as requested.
- Develops and maintains filing system for Chairperson's Office.
- Implements adjustments to improve communication and increase efficiency of work and paper flow.
- Tracks and reports on status and completion of assignments and projects, conveys necessary information relevant to performance of assignments and arranges resources for assignment completion.
- Provides coordination and oversight over student workers, interns, and volunteers as assigned.
- Conducts self in a manner that promotes our traditional Anishinaabe Bimaadiziwin values.
- Provides backfill coverage for the front reception desk at the Tribal Administration building as requested.
- Prepares and tracks paperwork, such as but not limited to, disbursement vouchers, and other Accounting documents as assigned.
- Submits Kronos for payroll, maintains records, and processes leave requests as assigned.
- Maintains and logs all property inventories.
- Responsible for scanning and saving documents as assigned.
- Responsible for shredding files and assigned.
- Prepares correspondence and memos as assigned.
- Coordinates and completes special projects as assigned.
- Maintains confidentiality regarding membership communications and related employment based data, records, documentation, reports, etc.
- Trouble shoots computer and other office equipment.
- All other job related duties as assigned.
Will have contact with Tribal employees and members, Tribal Administration, executives and public officials, other Tribal Leaders and representative, vendors, and the general public.
Position light with lifting of 20 pounds and frequent lifting/carry up to 10 pounds. Physical factors include constant use of hearing/near vision and typing; frequent sitting; and occasional standing, walking, carrying/lifting/pushing and pulling of office supplies and small equipment, stooping, reaching, manual handling, midrange/far/field of vision and driving and bending. Working conditions include occasional exposure to weather/extreme cold. Potential hazards include constant computer use and occasional exposure to moving mechanical parts, electric shock, and infectious exposure from contact with public and equipment and occasional travel. Protective equipment includes hazard kits with protective gloves, masks, etc. and personal protection equipment.
Education: Associates degree in Office Administration preferred.
Experience: Minimum of 3 years of experience working in an office setting required.
Certification/License: Will be required to complete and pass pre-employment drug testing.
Knowledge, Skills and Abilities: Must be able to work independently, exercise judgment, adapt to changing needs and schedules, demonstrate initiative, manage multiple projects, and reliably complete assignments. Working knowledge of Microsoft Word, Excel and Access required. Knowledge of Power Point; LAN Systems; JD Edwards; and OrgPlus preferred. Must have knowledge of Tribal budget process, accounting procedures, purchasing documentation, filing and archiving system, and organizational management principles and practices. Knowledge of Tribal programs and services, Tribal organizational structure, divisions, departments, program supervisors, staff and other appropriate contacts and access to applicable federal and state policies and regulations preferred. Knowledge of Chairperson's Office workflow, organizational structure and operational policies and procedures preferred. Ability to establish and maintain effective working relationships, maintain a cooperative, productive working environment, and promote positive public relations required. Ability to respond to difficult and stressful situations in an effective and positive manner required. Excellent communication skills in writing and verbal, including public speaking required. Must be able to work under pressure and handle difficult situations. Must have excellent public relation/customer service skills and be able to exhibit friendly and positive attitude and establish and maintain effective communication with supervisor, co-workers and guests. Must have excellent organization skills; organizing work, prioritizing tasks and managing time. Must have experience working with Native American families. Must have excellent communication skills and be able to communicate clearly in person, in writing, and by telephone and email. Must have working knowledge and be able to use office machines, such as calculator, copier, fax, scanner, printer and computer. Must maintain confidentiality. Native American preferred.