Tribal Administrative Assistant

Iowa Tribe of Oklahoma, Inc; Northern (KY); Hybrid; USD 42,000 - 58,000; Full time

Job summary

The Iowa Tribe of Oklahoma, Inc. seeks an organized Administrative Assistant to provide high-level support to the Executive Director, including research, preparing reports, correspondence, travel arrangements, scheduling meetings, and coordinating with the Business Committee.

Key duties include managing communications, maintaining confidential records, preparing agendas, minutes, and coordinating meetings, teleconferences, and special projects for the Business Committee while upholding tribal

Qualifications

• High School Diploma or GED required.
• Five years of office experience or equivalent college or business training.
• Ability to maintain confidentiality and professional discretion.
• Strong organizational and multitasking abilities.

Responsibilities

• Conserve Business Committee time by reading, researching, and routing correspondence.
• Open, sort, and distribute incoming correspondence.
• File and retrieve tribal documents, records, and reports.
• Prepare agendas and collect materials for meetings; take minutes.
• Plan meetings, teleconferences, and travel; complete assigned projects.

Skills

Office administration

Confidentiality

Interpersonal skills

Multitasking

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Internet research

Job description

Description

Summary of Responsibilities:

The Tribal Administrative Assistant will provide high-level administrative support to the Executive Director by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, travel arrangements, arranging conference calls, and scheduling meetings specific to the Business Committee.

Requirements

Essential Duties and Responsibilities:

• Conserve Business Committee time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve tribal documents, records, and reports.
• Responsible for providing current address labels for dividend distributions, minor’ trust funds,
• and other Tribal programs as approved by the Business Committee.
• Research, compile, assimilate and prepare confidential and sensitive documents, and brief the Business Committee regarding contents.
• Maintain Business Committee appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Maintain executive confidence and protect operations by keeping information confidential.
• Complete projects assigned by the Business Committee and follow up on results.
• Prepare agenda and collect material for meetings, speeches, and conferences; take minutes and keep records of proceedings as required.
• Perform other duties as assigned.

Education and Experience:

• High School Diploma or GED
• Five years of office experience or equivalent college or business training.

Knowledge, Skills and Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Ability to work effectively with American Indian culture and diverse individuals.
• Knowledge of departmental policies, procedures, and tribal organizational relationships
• Skill and ability to organize and multi-task; ability to prioritize tasks by importance and accomplish highest priority tasks each day.
• Ability to maintain a high degree of confidentiality.
• Ability to apply the overall mission of the tribe to make executive support decisions.
• Ability to apply instructions and guidelines in the disposition of problems.
• Ability to compose letters and memoranda.
• Ability to remain composed and organized in very fluid environment that is deadline focused.
• Ability to maintain composure during stressful situations.
• Ability to use diplomacy, discretion, and judgment in giving out information and referring callers.
• Ability to work with others on an individual basis utilizing high interpersonal skills.
• Must be able to read, understand, apply and retain knowledge of departmental rules, regulations, and policies.
• Outstanding organizational abilities and must be able to prioritize.
• Naturally possess a welcoming and outgoing personality.
• Proficient use of Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and internet resources.

Conditions of Employment:

The Iowa Tribe of Oklahoma operates a drug-free workplace.

• Must submit to and pass applicable drug test.
• Must pass background investigations for suitability of character identified in accordance with the Indian Child Protection and Family Violence Prevention Act.
• Must possess and maintain a valid driver license with no serious violations.
• Paid Time Off (PTO) cannot be utilized during the summer blackout period, beginning with the second full week of June and ending after the first full week of July. (For 2023, this would cover 6/11/23 to 7/8/23)