Senate Committee & Intergovernmental Affairs Coordinator

Swinomish Indian Tribal Community; La Conner (WA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Flexible spending account

Health insurance

Life insurance

Paid time off

Parental leave

Vision insurance

Job summary

Swinomish Indian Tribal Community in Washington state seeks a Senate Committee & Intergovernmental Affairs Coordinator to maintain official government records for Senate committees and coordinate intergovernmental affairs. The role reports to the General Manager and supports communications between committees and program staff.

Responsibilities include drafting agendas, recording minutes, managing calendars, and arranging travel for Senate members.

Qualifications

• Associates degree is required.
• Minimum three years of tribal government experience.
• Minimum three years of coordinating and maintaining multiple schedules.
• Experience working in a confidential environment.
• Customer service experience required.

Responsibilities

• Coordinate with staff to draft committee agendas for approval and distribution.
• Provide administrative support to committee chairs and respond to inquiries.
• Record committee meeting minutes according to Roberts Rules and distribute notifications.
• Manage e-mail votes and maintain committee calendars in Outlook.
• Maintain committee contact lists and update e-mail listings with IT.
• Serve as virtual meeting host for remote meetings and manage agenda setup.

Skills

Roberts Rules

80 WPM

Customer service

Outlook

MS Teams

Zoom

Driver's license

Education

Associates degree

Tools

Microix

Municode

Zoom

Microsoft Teams

Microsoft Outlook

Job description

JOB TITLE: Senate Committee & Intergovernmental Affairs Coordinator

DEPARTMENT: Administration

POSITION SUMMARY

The Senate Committee/Intergovernmental Affairs Coordinator is responsible for maintaining the official government record for Senate committees and for facilitating communication between Swinomish committees and program staff. The Coordinator is responsible for support of all intergovernmental affairs functions. This position reports to the General Manager.

JOB DUTIES

Committee Coordinator

• Coordinates with Swinomish staff to compile draft agendas in the tribe's agenda software for committee chair approval and distribution to committee members and/or presenters when finalized.
• Provides administrative support to committee chairs upon request.
• Responds promptly to questions from staff regarding committee procedures.
• Responsible for recording all committee meeting minutes in the tribe's agenda software according to Roberts Rules of Order during the meeting and distributes notifications of committee determination to presenters within one business day.
• Manages e-mail votes in Outlook.
• Ongoing maintenance of committee meeting calendar in Outlook to keep all committee members and relevant staff updated on scheduled, re-scheduled and canceled meetings.
• Maintains a committee listing, including member contact information, and coordinates with IT on updating e-mail listings for each committee.
• Serves as the virtual meeting host as needed for remote committee meetings.
• Maintains user accounts and agenda setup for committee meetings in the tribe's agenda software.
• Maintains committee sign-in sheets and submits to Finance for stipend processing
• Completes annual training for maintenance of professional skills.

Intergovernmental Affairs Coordinator

• Provide administrative support to all Senators, contractors and SITC staff working in intergovernmental affairs.
• Responsible for scheduling and support of all intergovernmental meetings.
• Distribute meetings invitations and information to Senate and appropriate staff.
• Ongoing maintenance of meeting calendar in Outlook.
• Responsible for all travel arrangements for members of the Senate.
• Responsible to submit updated resolutions to board and committees as approved by the Senate.
• Responsible to process and maintain an electronic data base of all letters of support, consultation responses, and other formal responses of the Senate.
• Serve as a back up to the Executive Assistant and Senate Recording Secretary.
• Other duties as assigned

MINIMUM QUALIFICATIONS

• Associates degree is required
• Minimum three years of tribal government experience
• Minimum three years of experience coordinating and maintaining multiple schedules
• Experience working in a confidential environment
• Customer service experience required

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Roberts Rules of Order
• High-level computer skills, including ability to type 80 WPM
• Attention to detail
• High-level of professionalism with a commitment to customer service
• Culturally appropriate social skills to successfully coordinate between elected leaders and Tribal staff
• Driver's license required
• Experience with Microix, Municode, Zoom, Microsoft teams and Microsoft Outlook preferred

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance