Administrative Assistant - Infrastructure & Resources (IR)

The Administrative Assistant - Infrastructure & Resources (IR) will provide administrative support to the Executive Leadership Team and will work as an integral part of the Operations Department. Under the direct supervision of the Infrastructure & Resources (IR) Executive Director, the Administrative Assistant – Infrastructure & Resources (IR) will provide coordination for a variety of high level complex activities, special projects and technical tasks.

Why work for Samish?

The Samish Indian Nation provides a very competitive compensation package, which includes medical, dental, vision, STD/LTD, Life Insurance, optional supplemental coverage plans, a 401(k) Plan, paid vacation and sick leave, and approximately 16 paid holidays. Best of all, we offer a great environment with passionate and caring staff!

Benefits Summary

• Hybrid Work potential
• Flexible work schedule
• Health insurance including medical, dental & vision
• Life, AD&D, STD and LTD insurance
• Annual & Sick Leave
• Paid holidays (up to 16+ days per year)
• Paid jury, bereavement & cultural leave
• Wellness & Employee Assistance Plan
• 401(k) retirement plan
• Evaluations with potential wage increases at 6 months, 1 year and annually

Principle Duties

• Assists Executive Director Team with coordinating appointments, managing complex communications, and preparing meetings and presentations.

• Organizes both Teams and in-person meetings, prepares agendas and meeting materials, taking notes in meetings, prepares and tracks takeaway tasks for each participant.

• Collects and compiles requested reports, department data, and other requested information.

• Provides administrative support to other positions such as Executive Directors as directed by Supervisor.

• Assists in Project Management and coordination of Contractors as directed by the Infrastructure & Resources Executive Director. Assists in development of contracts for project work as applicable.

• Prepares purchase orders and submits invoices for payment. Assists in training staff in purchase order processes as applicable.

• Takes lead role with graphic design and publishing of the quarterly Samish Indian Nation Newsletter and various other publications.

• Coordinates Executive Directors and Team travel.

• Maintains general office supply inventory including placing orders and verifying correct shipment of orders.

• Assists with grants, contracts and recording of documents as applicable.

• Prepares mailings, packages for delivery and tracking via USPS, Fed Ex or UPS. Assists with tribal pool vehicles as applicable.

• Manages the Department of Natural Resources gate keys for Samish Tribal Citizens.

• Assists in updating intranet SharePoint department and help directory pages as applicable.

• Other duties as assigned.

Required Qualifications

• Must possess a two-year college degree/certificate; combined with (2) years high level administrative assistance work or 5 years executive level administrative work or clerical work.

• Must be highly proficient with Microsoft Office to include Word, Excel, Publisher, Teams, and Outlook.

• Must have excellent written and verbal communication skills.

• Must have experience with research and documentation and possess knowledge and ability to maintain accurate routine files and records.

• Must possess experience in business practices and procedures, business math, grammar, business correspondence, and telephone etiquette.

• Must have integrity, initiative, and high level of performance.

• Must be reliable, efficient, and personable.

• Must have decision-making skills, organizational skills, and initiative to perform assigned duties with minimal supervision and assure timely and accurate completion of assigned tasks.

• Must have organized work habits to ensure timely completion of assignments.

• Must be able to maintain a clean and professional work environment.

• Must possess a valid State driver's license and be able to operate Tribal vehicles.

• Must be able to lift/carry up to 30 lbs.

Preferred Qualifications:

• Licensed Notary Public.

Working Conditions

Physical Demands: Long periods of sitting (60% of time); occasional bending, crouching, stooping, stretching, reaching, lifting, carrying, and pushing (20% of time); and occasional standing and walking (20% of time). Occasionally lifts/carries up to 20lbs. Must possess manual dexterity sufficient to use office equipment with frequent repetitive motion such as writing, typing, cash-handling, and phone use. Must possess the ability to view print on a computer screen and/or paper document; the ability to speak and hear exchanging information with end users by telephone Mental/Visual Demands: Frequent mental and/or visual attention to task is required. Occasionally work requires heavy concentration. Frequent interruptions. Tasks involve eye-hand coordination. Working Environment: Work environment is mainly indoors with heat and some air conditioning. Must sit or stand at the desk for the majority of shift. Occasionally works alone without benefit of supervisor or co-worker. Unavoidable hazards/risks: Work requires minimal risks which require safety precautions (using some cleaning chemicals for light cleaning). Protective clothing or equipment may be required (goggles, gloves, masks, boots, etc.).

Samish Indian Nation is an Equal Opportunity Employer and actively encourages applications from all persons regardless of race, religion, gender, gender identity, age, national origin, marital status, sexual orientation, or ancestry. Samish preference and Indian preference will be applied to the selection for this position as defined in Title 25, US Code Section 473.

CONFIDENTIALITY: This position develops, maintains, and is responsible for safeguarding the computer/electronic and hardcopy file folders containing sensitive and proprietary information about the Tribe and its members. The incumbent must maintain confidentiality of all work and files pertaining to enrollment, clients, survey results, and all other material that may identify individuals by name (either directly or by reference), as set forth by the Tribal Council in the Personnel Manual. Any violation in this matter may result in immediate termination of employment. All materials, including electronic materials of any type or format, produced are considered works made for hire and are the property of the Samish Indian Nation.

Please state your eligibility for Indian preference in your cover letter. Indian preference must be documented prior to interview or hiring. BIA Form 4432 or tribal enrollment ID may be submitted with the application if claiming Indian Preference.

All persons who are offered employment with the Samish Indian Nation must give permission for a thorough background check of previous work performance, motor vehicle history, credit history and criminal history, as well as a pre-employment drug screen.