Executive Assistant

Washoe Tribe of Nevada and California; Nevada (IA); On-site; USD 48,000 - 72,000; Full time

Job summary

Washoe Tribe of Nevada and California seeks an Executive Assistant to perform a wide range of administrative duties under direct supervision. You will support the Tribal Chairperson, manage correspondence, attend meetings, arrange travel, and maintain financial records with accuracy and confidentiality.

The role requires an Associate degree in business/public administration plus relevant experience, and a valid driver’s license for NV/CA. Background check and drug screen are required.

Qualifications

• Associate degree in business or public administration with 3 years administrative or related experience.
• Must possess and maintain a valid California or Nevada driver’s license within 30 days of employment.
• Ability to pass pre-employment drug/alcohol screen and background investigation.
• Preference given to Qualified Native American Indians.

Responsibilities

• Review incoming correspondence and summarize key points for action.
• Attend Tribal Council and staff meetings as a representative and prepare status reports.
• Arrange travel and maintain travel documents and records.
• Maintain financial records including accounts payable and purchasing.
• Prepare, edit and issue correspondence, minutes, agendas and memos.

Skills

Office procedures

Business English

Records management

Public administration

Supervision concepts

Report writing

Education

Associate degree in business/public administration

Tools

MS Word, Excel, Access, PowerPoint

Job description

SUPERVISOR: Tribal Chairperson or Designated Representative

GRADE: E12 $23.00 ($47,832.51) - $34.49 ($71,748.77)

Position Summary:

Under direct supervision the Executive Assistant performs a variety of administrative duties and tasks of a complex nature. Assists with the overall planning, transition, operation, in accordance with Federal and Tribal law, regulations and performance standards. Maintains confidentiality of all privileged information.

• Reviews incoming correspondence, memoranda, reports and similar material for the purpose of summarizing important phases and making recommendations concerning them.
• Conducts research and special studies in needed areas and prepares reports with recommendations for corrective action.
• At the request of the Tribal Chairperson, attends Tribal Council meetings and staff meetings, and other meetings in a support role as a representative of executive and administrative officials, and makes recommendations on subjects under discussion; and assures that status reports and financial documents are submitted on a timely basis.
• Performs related work as required and as directed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Maintains financial records; processes accounts payable, purchasing and travel documents.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Prepares and issues receipts for payments.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Maintains a log for vendor expense.
• Receives, sorts, logs, and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands for the as needed.
• Performs other duties as required.

Requirements

Minimum Qualifications:

• Associate’s Degree in business or public administration plus three years administrative or related experience; or equivalent combination of education and experience.
• Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.
• Must be able to be insurable by the Tribe’s Driving Policy.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
• Preference will be given to Qualified Native American Indians

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management and basic accounting procedures.
• Knowledge of the functions of the Washoe Tribal government and of the structure and functions of federal government bureaucracy.
• Knowledge of modern principles, practices and theories of public administration, personnel administration, and financial management.
• Knowledge and understanding of the principles of supervision, organization and administration.
• Ability to learn tribal government operations, organization and functions, and the relationships with other levels and forms of government.
• Ability to write clear and concise reports, memoranda, directives and letters.
• Ability to develop comprehensive plans for general instruction.
• Ability to accomplish assigned administrative tasks with a minimum of supervision and with only general direction.
• Ability to establish and maintain satisfactory working relationships with tribal employees.
• Ability to express ideas effectively, orally and in writing.
• Ability to plan and supervise the work of others as required.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work is generally performed in an office setting with a moderate noise level.

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy