Administrative Assistant - Tribal Council
Full Time
Fulton, MI 49052
Posted
Job description
JOB TITLE: Administrative Assistant – Tribal Council
SUPERVISOR: Tribal Council/FDA Coordinator
STATUS: Non-Exempt
SALARY: Grade 5 ($20.94 - $22.25)
Location: Fulton, MI
Posting Ends: 05/11/2023 9:30am
NHBP is a self-sustaining Sovereign Nation dedicated to achieving the shared vision of our community. Our mission is to preserve our culture and history, build a healthy community, provide essential services, and secure our financial future through strategic decision-making. We are always seeking outstanding individuals who wish help us fulfill this mission and join us on our journey to protect and promote the cultural, emotional, physical, and financial well-being of our Tribal community for the next Seven Generations.
Excellent Benefit Package for Eligible Team Members
- 100% Employer paid health benefits which includes a comprehensive medical, dental, and vision
- A supplement HRA that helps with out-of-pocket costs
- Flexible Spending Account for Medical Reimbursement
- 100% Employer paid Short Term and Long Term Disability, Life Insurance, and Accidental Death and Dismemberment Insurance
- Dependent Care Reimbursement
- 401K Plan with eligible match
- A generous paid time off program where all employees begin earning accrued paid time off immediately upon hire
- Generous Tuition Reimbursement Program with Educational Release Time
- Thirteen Paid Holidays
- Employee wellness and fitness programs
- Opportunities to participate in NHBP Sponsored activities
POSITION SUMMARY
The Administrative Assistant to Tribal Council will work under the direction of the Tribal Council/FDA Coordinator to provide administrative support for the Tribal Council by assisting in research, preparing business meeting reports, coordinating information requests and travel arrangements; including performing clerical functions such as, preparing correspondence, arranging conferences, and scheduling meetings.
ESSENTIAL FUNCTIONS
The Nottawaseppi Huron Band of the Potawatomi reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities, and positions titles as it deems necessary to meet the needs of the government.
- Assists in preparing Council agendas, minutes, resolutions for action and finalizes format of all policies, agreements/contracts for record keeping purposes maintaining an extensive electronic filing system on behalf of Tribal Council.
- Assists in Preparing official records and supporting documentation of various governmental Tribal documents, including agendas, and minutes coordinating with the Government Records Department for the maintenance of official and certified records keeping in accordance with NHBP and departmental policies.
- Retrieves official and/or certified documents, records and reports as needed.
- Coordinates with the Tribal Council/FDA Coordinator in maintaining an updated and accurate calendar as well as schedules appointments and office meetings as requested.
- Assists in preparing the schedule for the entire upcoming year’s regular calendar also for Tribal Council Meetings, FDA Meetings, Committees, Tribal Council vacations, Workshops, Prep Sessions, Holiday Schedule, etc.
- Arranges meeting space for each of the aforementioned calendar meetings/entries.
- Acquire Tribal Council Signatures (original signatures or electronic signatures with Tribal Council’s authorization) on all financial documents, Resolutions, Agreements/Contracts, and correspondence and reports. Facilitates, coordinates, or executes process with applicable department or customer.
- Uses a variety of office equipment and applications to prepare reports, memos, letters, professional correspondence and other documents providing high level, confidential, administrative support using word processing, spreadsheet, or presentation software for the Tribal Council.
- Answers telephones, screens calls for Tribal Council members and direct calls to appropriate parties or takes messages.
- Assists with special projects/events.
- Attends meetings to record minutes as needed.
- Attends and participates in trainings as required.
- Assists in collecting Tribal Council mail and disseminating to the appropriate Council person or other department(s) as needed.
- Assists with food ordering, pick-up, set-up and clean-up of large lunch meetings.
- Performs general office duties.
- Assists in scheduling meetings and conference calls, in-person or virtual as necessary.
- Makes travel arrangements (hotels, flight, rental vehicles) and submits for per diem for Tribal Council Members as needed.
- Registers Tribal Council Members for events or conferences as needed.
- Performs other duties as assigned.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
MINIMUM REQUIREMENTS
An individual must be able to demonstrate the ability to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. To perform this job successfully, an individual must meet the minimum qualifications.
- Associate’s Degree in Office Management; Business or related field or equivalent experience.
- Two plus years’ experience as an Administrative Assistant work in a related field or a combination of the above education and related experience that supporting a Leadership Role for a total of six plus years.
- Notary Public or willingness to become a Notary Public within six months from date of hire.
- Ability to understand, gain knowledge and appreciate the differences with the Native American culture and customs.
- Must maintain a valid driver’s license with good driving record; GSA certifiable.
- Must be able to travel.
- Must be able to successfully complete and pass an extensive background investigation and drug screen.
- Must possess ability to schedule and join in virtual meetings via Zoom, Microsoft Teams, or some other acceptable meeting application.
- Demonstrated ability to organize and maintain electronic and physical files.
- Demonstrated ability to work well independently and with team members and other staff
- in a team-oriented environment.
- A willingness to initiate contacts with new people.
- Demonstrated ability to comprehend and abide by Tribal, Federal and other relevant environmental regulations/codes.
- Demonstrated ability to maintain strict confidentiality.
- Must be able to adjust schedule as needed or required.
- Ability to read and interpret documents.
- Advanced knowledge of Microsoft Word, Excel, and Outlook as well as other software including PDF applications such as Adobe or Nuance; exceptional computer skills.
- Proven demonstrated ability to work well and cooperatively in team centered environment including supervisors and co-workers with or without immediate supervision.
- Capable of multi-tasking in a fast-paced environment with capacity to change priorities quickly.
- Good working knowledge of government programs and processes, and vital record keeping functions.
- Working knowledge of modern office practices, procedures, machines and equipment.
- Must possess excellent administrative, organizational, and communication skills, both verbal and written.
- Ability to be self-directed and be an excellent problem solver.
- Demonstrated high degree of professionalism and responsibility is required for performing as the key communicator amongst all staff.
- Ability to develop specific goals and plans to prioritize, organize, and accomplish workload within necessary or provided time frame.
PREFERRED QUALIFICATIONS
- Associate’s Degree in Office Management, and/or Business Administration.
- Six years office experience as an Executive Assistant/Coordinator or related field.
- Knowledge and demonstrated ability to maintain vital government records until they are transferred to the Government Records Department.
- Familiarity with Native American community, culture, language and traditions.
- Five years’ experience in a similar governmental or non-profit setting.
SECURITY SENSITIVE
This position may contain information that is security sensitive.
OTHER QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before governmental and/or business associates or employees of organization.
Mathematical Skills
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical surroundings are a general office environment. Requires mobility, frequent walking, standing, sitting stationary and the employee must occasionally lift and/or move up to 25 pounds. The employee is frequently required to talk or hear; regularly required to use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to focus on computer screens for extensive periods of time. The noise level in the work environment is usually very quiet. Must be able to work flexible hours when necessary or as directed.
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional situations; Responds promptly to needs of employees and Tribal Members/Community; Solicits both employee and Tribal Member feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.
Business Acumen - Understands business implications of decisions; Aligns work with strategic goals.
Cost Consciousness - Works within approved budget.
Ethics - Treats people with respect; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
INDIAN PREFERENCE
Tribal preference will be applied in accordance with the NHBP Indian Preference in Employment Code which requires that preference in employment be afforded to NHBP members, spouse/parents of NHBP members and Native Americans who meet the minimum qualifications and can successfully perform the essential functions for the position.
Fair Employment Practices Code (FEPC)
All applicants are subject to a comprehensive background check and must pass a drug screen.
NHBP does
not
recognize the use of recreational or medical marijuana
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