Tribal Council Support Staff

Muckleshoot Indian Tribe; Auburn (WA); On-site; USD 60,000 - 85,000; Full time

Job summary

Muckleshoot Indian Tribe in Washington State seeks an experienced Administrative Specialist to support the Tribal Council member and Administrative Support Manager. The role emphasizes confidentiality, efficient information flow, meeting coordination, minute-taking, records management, and professional communication across tribal offices.

Responsibilities include preparing reports and correspondence, handling travel arrangements, managing calendars, coordinating meetings, and maintaining

Qualifications

• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Experience coordinating meetings and preparing correspondence.

Responsibilities

• Assist Tribal Council member and Administrative Support Manager with administrative tasks.
• Take minutes and prepare reports and presentations.
• Arrange travel, manage calendars, and prepare and file documents.
• Maintain confidential records and ensure proper archiving and destruction protocols.
• Coordinate internal and external meetings and logistics.

Skills

Communication

Time management

Organization

Confidentiality

Research & analysis

Education

Two-year college degree

Six years experience as confidential/administrative staff

Tools

Microsoft Office

Job description

Under general direction, performs advanced administrative and professional management work in support of the assigned Tribal Council member and the Administrative Support Manager in the areas of research, communications, public relations, project management and administration; assures the flow of accurate information in a timely and efficient manner, and maintains a high level of confidentiality. Responsible to maintain strict confidentiality in all aspects of administrative operations records and actions.

This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

Customer Service Delivery

• Ensures customer satisfaction is top priority at all times and in all communications and interactions with all personnel.
• Provides a high level of customer service to the senior leadership through executing a variety of tasks including, but not limited to filing, scanning, and printing documents, handling email correspondence, updating charts in Microsoft Office, creating and updating reports, picking up lunches, ordering special supplies, retrieving and responding to voicemail, etc.

Communication

• Works cooperatively with all entities of the Tribe in the administration of assigned duties.
• Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person often involving complex, sensitive, confidential problems and/or potentially volatile situations.
• Attends and may record public and/or department hearings and/or meetings, to include Tribal Committee meetings, and at times may be required to prepare presentations.
• Coordinating Activities by arranging and preparing for meetings.
• Responsible for taking minutes at meetings.
• Consult statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources.
• According to established policies and prescribed guidelines, control the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
• May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter.
• Compose, draft, type and/or word process, proofread and edit documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.

Financial

• Prepare and submit expense reports and reconciles credit card statements for processing and reimbursement to concur; makes all travel arrangements, including air, ground transportation and hotel, and produces detailed travel itineraries for individual and group travel.
• Perform moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.

Organizational Management

• Acts as a confidential assistant to the assigned Tribal Council member and the Administrative Support Manager, including records management, scheduling, setting-up meetings, writing correspondence and reports and researching information as assigned.
• Composes and prepares memos, letters, and other correspondence from rough drafts; formats documents, proofreads and verifies documents for accuracy.
• Handles logistics for internal and external meetings, including reserving conference rooms, arranging flip charts, printing and preparing meeting materials, ordering catering, greeting guests, etc.
• Finalizes correspondence for signature and distribution as appropriate.
• Conducts research/analysis and special projects on an ongoing basis on a variety of issues.
• Maintain, inventory, order, collect and distribute supplies and/or equipment.
• May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.
• Gather, interpret, and prepare data for studies, reports, and recommendations coordinate division activities with other divisions and agencies as needed.
• Process mail that may require attaching related correspondence or information before forwarding; selecting mail to handle personally where the response requires specialized knowledge of the assigned function; identifying priority and/or time sensitive matters; and ensuring security and confidentiality.
• Records training and workshops relative to assigned responsibilities; develops project scope of work and leads projects across divisional lines.

Other

Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities, which may include driving.

Required

Graduation from a two-year community college or vocational school with course work in general office practices, accounting or closely related field and six (6) years of experience as a confidential assistant, administrative assistant or similar position, and two (2) years’ experience supervising other clerical support staff.

Preferred

Experience working with Native American governments.

Skilled in

Written and verbal communication; customer service; operating standard office equipment, including personal computer and applicable software; organization and time-management; establishing and maintaining effective working relationships; conflict management; research and technical analysis.

Knowledge of

Principles and practices of public administration and government organizations; government operation, organizational structure, municipal management, elected officials, and their functions; research and statistical methods and techniques used in public administration; ordinances, codes, and policies governing Tribal operations; general theories, principles, and techniques of both oral and written communications; and tribal community affairs and issues.

Ability to

Perform difficult and complex administrative assistance to relieve the Tribal Council Chair and Vice Chair of administrative detail which may require independent judgment and decision making skills; exercise independent judgment; interpret, apply, and explain laws, rules, regulation, contracts, policies, and procedures; assemble complex material and summarize, in report form, communications; compose, proofread, and edit effective oral and written communication; establish and maintain effective and cooperative working relationships with others; analyze situations accurately and adopt and effective course of action; work independently with minimum supervision; plan and organize work to meet schedules and timelines; maintain records; maintain confidentiality.

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential duties of this class. Continuously uses vision. Frequently sits for long periods of time. Frequently talks and listens. Manual dexterity for computer work and routine paperwork. Occasionally walks and reaches with hands and arms. Occasionally lifts up to 25 lbs.

Current and valid Washington State driver’s license required.