POSITION TITLE: Executive Assistant

CLASSIFICATION: Exempt

DEPARTMENT: Administration

SUPERVISOR: Tribal Chairperson or Designated Representative

GRADE: E12 $23.00 ($47,832.51) - $34.49 ($71,748.77)

Position Summary:

Under direct supervision the Executive Assistant performs a variety of administrative duties and tasks of a complex nature. Assists with the overall planning, transition, operation, in accordance with Federal and Tribal law, regulations and performance standards. Maintains confidentiality of all privileged information.

Essential Duties & Responsibilities:

• Reviews incoming correspondence, memoranda, reports and similar material for the purpose of summarizing important phases and making recommendations concerning them.
• Conducts research and special studies in needed areas and prepares reports with recommendations for corrective action.
• At the request of the Tribal Chairperson, attends Tribal Council meetings and staff meetings, and other meetings in a support role as a representative of executive and administrative officials, and makes recommendations on subjects under discussion; and assures that status reports and financial documents are submitted on a timely basis.
• Performs related work as required and as directed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Maintains financial records; processes accounts payable, purchasing and travel documents.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Prepares and issues receipts for payments.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Maintains a log for vendor expense.
• Receives, sorts, logs, and routes mail.
• Attends meetings and takes minutes as requested.
• Performs errands for the as needed.
• Performs other duties as required.

Requirements

Minimum Qualifications:

• Associate’s Degree in business or public administration plus three years administrative or related experience; or equivalent combination of education and experience.
• Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.
• Must be able to be insurable by the Tribe’s Driving Policy.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
• Preference will be given to Qualified Native American Indians

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management and basic accounting procedures.
• Knowledge of the functions of the Washoe Tribal government and of the structure and functions of federal government bureaucracy.
• Knowledge of modern principles, practices and theories of public administration, personnel administration, and financial management.
• Knowledge and understanding of the principles of supervision, organization and administration.
• Ability to learn tribal government operations, organization and functions, and the relationships with other levels and forms of government.
• Ability to write clear and concise reports, memoranda, directives and letters.
• Ability to develop comprehensive plans for general instruction.
• Ability to accomplish assigned administrative tasks with a minimum of supervision and with only general direction.
• Ability to establish and maintain satisfactory working relationships with tribal employees.
• Ability to express ideas effectively, orally and in writing.
• Ability to plan and supervise the work of others as required.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level.

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy