Meeting Specialist

Fond-Du-Lac-Reservation; Cloquet (MN); On-site; USD 30,000 - 34,000; Full time

Job summary

Fond du Lac Band of Lake Superior Chippewa is seeking an Administrative Specialist to support RBC meetings at the Fond du Lac Tribal Center onsite. You will edit and format materials, prepare agendas, and manage the flow of information to RBC members.

You will track schedules, assist with conferencing, document minutes, and ensure follow-up on decisions. The role requires attention to detail, dictation or speedwriting skills, and proficiency in MS Office applications.

Qualifications

• AA degree preferred; five years’ experience in Administration or a combination of education and experience.
• Demonstrated experience in taking meeting minutes is required.
• Dictation or speedwriting skills are required.
• Knowledge of computer applications including word processing, databases, data entry, spreadsheets, and Microsoft Outlook.

Responsibilities

• Prepare and distribute materials for RBC meetings, including editing and formatting documents and agendas.
• Track and manage agenda information flow to the RBC via a computer program.
• Define meeting schedules with RBC directors and Administration Scheduler; manage the RBC calendar.
• Provide support at RBC meetings (setup, conferencing, public engagement, facility coordination).
• Record, type, and file minutes; follow up on RBC decisions and staff actions.
• Maintain filing systems for minutes and related documents; manage departmental calendar and deadlines.
• Attend meetings as directed and document minutes; perform additional duties as assigned.

Skills

Meeting minutes

Attention to detail

Oral and written communication

Independent work and prioritization

Professional conduct

Education

AA degree preferred

Tools

Microsoft Outlook

Word processing

Databases

Data entry

Spreadsheets

Job description

Division/Department: Administration/AdministrationLocation: Fond du Lac Tribal Center - OnsiteReports To: Meeting Specialist SupervisorProbationary Period: 90 days – Full time; 120 days – Part timeFLSA Status: Non-Exempt (hourly)Classification: Non-Child Related NADriver’s License: Level 1 - Class D Driver’s License required. Must have a reliable vehicle with proof of insurance.Rate of Pay: $22.34 - $25.13Responsibilities: Works with the public, and a variety of staff to compile, prepare and distribute materials for RBC meetings, including editing, formatting, proofreading and correcting documents, and agendas.Tracks and manages the flow of agenda information to the RBC, through an assigned computer program.Works with the RBC, Executive Directors, and Administration Scheduler to define meeting schedules. Plays a key role in managing the RBC meeting calendar.Provides support at the RBC meetings, including setting up electronic conferencing, presentations, engaging with the public and coordinating facility needs.Tracks public, Division Directors, Employees discussions and RBC decisions received during meetings to ensure that appropriate staff follow-up.Collect, edit, prepare, and track documents, resolutions, and contracts for signature by the Reservation Business Committee.Assign resolution and ordinance numbers. Maintain a log of resolutions and ordinances presented to the Reservation Business Committee.Maintains a comprehensive filing system for the meeting minutes and the corresponding documents from the agenda.Maintains a comprehensive departmental calendar, assisting staff to meet essential deadlines.Attend additional meetings as directed by the RBC and is responsible for recording, typing, and filing minutes of these meetings. Additional meetings to include but not limited to monthly Open Reservation Business Committee Meetings, Budget Meetings, Investment Meetings, Election Process Meetings, Business Partnership Meetings, County Collaboration Meetings, Emergency Management Meetings, and Government to Government Relations Meetings.Meetings may be held off location or electronically, and outside of normal working hours.Research previous discussions and decisions made by the Reservation Business Committee as requested by the Reservation Business Committee, Executive Director(s), Legal Affairs Attorney(s), Chief Financial Officer, Internal Auditor or Division Directors.Appropriate work attire is required.Must attend all mandatory department training.Ensures confidentiality of financial records and all records for employees and/or clients.Displays a responsive and professional manner in promptly responding to all requests, complaints, and problems.Recognizes that each employee is a representative of the Fond du Lac Band of Lake Superior Chippewa and is responsible for demonstrating courtesy, respect, and sensitivity to the needs of all others, including visitors and co-workers.Represents the Fond du Lac Band of Lake Superior Chippewa and the department in a positive and professional manner in the community.Required to maintain proper attendance including reporting to work on time in accordance with applicable policies.Maintains a clean and organized work area.Due to changes and modifications in the job from time to time, employees are required to be flexible and assume other responsibilities assigned by management as deemed necessary.Qualifications: Class D Driver’s License required. Must have a reliable vehicle with proof of insurance.AA degree preferred; five years’ experience in Administration; or a combination of education and experience is required.Demonstrated experience in taking meeting minutes are required.Dictation or speedwriting skills are required.Knowledge of computer applications to include word processing, databases, and/or data entry. Spreadsheets, and Microsoft Outlook is required.Knowledge of Native American communities, culture, customs, and beliefs is preferred.Ability to communicate effectively orally and in writing is required.Ability to work independently and establish priorities is required.Attention to detail and accuracy is required.Ability to establish professional and harmonious working relationships on all projects and with all parties involved.Subject to drug and alcohol testing in accordance with the Fond du Lac Reservation’s Personnel Policies.Subject to pre-employment and annual background checks.Subject to immunization review and submitted proof of required vaccinations.Travel is required.PHYSICAL REQUIREMENTS:Normal physical requirements.T he Fond du Lac Band of Lake Superior Chippewa, Nagaajiwanaang ( Where the water stops ), is one of the six Bands of the Minnesota Chippewa Tribe and a proud sovereign Ojibwe nation. We strive to be a diverse , supportive , and inclusive workforce that employs Fond du Lac Band members, native peoples , and those from our surrounding communities .As one of Carlton County's largest employers, the Fond du Lac Band is dedicated to elevating the community through a broad spectrum of programs and enterprises including our gaming facilities, tribal government, health services, and education that promot es our language, culture, and the preservation of our natural resources .The Fond du Lac Band is a n employer that cultivate s the growth of our employees and our programs ; a place where you can develop your skills and gain experience that will positively impact the lives of those who call the Fond du Lac Band home. Our hiring practices follow tribal employment rights outlined in Fond du Lac O rdinance #12/94 (TERO).Join the Fond du Lac Band of Lake Superior Chippewa in our mission to preserve and promote our community while contributing to its vibrant future.