Think Beyond The Label Jobs

Administrative Assistant

Department: Executive Office

Program: Executive Office

Reports to: Executive Office Supervisor

Employment Status: Full Time

FLSA Status: Non-Exempt

Schedule: 40 Hours/Week

Preference: TERO Ordinance 2017-01, P.L. 93-638

Job Summary

The Executive Office Assistant provides administrative support to the Executive Office Supervisor, Executive Director, and Executive Office. The Administrative Assistant shall route phone calls and mail to appropriate Department Directors, make travel arrangements, assist in preparing and drafting meeting agendas, notes,, filing, calendaring, ordering of supplies, and distribution of time sensitive and confidential information on an as needed basis.

Essential Functions

• Shall assist the Executive Office Supervisor with various administrative tasks as directed
• Field phone calls and route as appropriate and review and prioritize all of the Executive Office mail and requests for signatures
• Assist in making travel arrangements, complete travel authorization forms and complete trip reports for the Executive Office as directed by the Executive Office Supervisor
• Shall assist with items pertaining to Tribal Council meetings as directed
• Shall assist in maintaining and updating all Tribal Council motions and directives for the Executive Director
• File all documents, hard copy and electronic, appropriately and in chronological order, and maintain an orderly system for tracking records
• Take inventory of office supplies and order as needed, and inventory of gift closet items
• Enter monthly receipts for Tribal Administration Purchase Cards and Invoices
• Assist with scheduling meetings, site visits, and catering with the Executive Office Supervisor
• Ensures compliance with tribal, federal, state and local employment laws and regulations, Tribal policies and TERO ordinance

It is the intent of this job description to highlight the essential functions of the position; however, it is not an all-inclusive list. The incumbent may be called upon and required to follow or perform other duties and tasks requested by his/her supervisor, consistent with the purpose of the position, department and/or the Kenaitze Indian Tribe's objectives.

Working Conditions

Lifting Requirements

• Light work-Exerting up to 20 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Physical Requirements

• Stand or Sit (Stationary position)
• Walk (Move, Traverse)
• Use hands/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position)
• Climb (stairs/ladders) or balance (Ascend/Descend, Work atop, Traverse)
• Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information)
• See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess)
• Pushing or Pulling
• Repetitive Motion

Hazards and Atmospheric Conditions

• None

OSHA Categories

• Category III- Normal routine involves no exposure to blood, body fluid or tissue and as part of their employment, incumbents are not called upon to perform or assist in emergency care or first aid

Equipment and Tools

• Drives KIT or Personal Vehicle: Both

Travel

• Local
• In-State

Qualifications

Education

• Associates Degree or a combination of education and experience in a related field may be substituted for a degree

Experience

• Two years (2) of experience as an administrative assistant, or high level office support, or legal experience

Preferred

• Knowledge and experience working with cultural diversities

License/Certification

• Must have a alid Alaska State driver's license and must remain insurable under the Tribe's policy, or obtain within 90 days of hire, or, with approval of the hiring manager, sign a *Memorandum of Understanding (MOU) in lieu of having a driver's license to perform the required duties of the position (If Applicable)
• Must be a Public Notary or obtain within 90 days of hire
• Must have a valid Alaska State driver's license and must remain insurable under the Tribe's policy

Special Skills

• Proficiency with Microsoft Suite, or obtain training within 90 days of hire
• Conducts business in a service-oriented manner that is attentive, pleasant, respectful and kind when dealing with un'ina, visitors, co-workers and others
• Ability to multi-task, work independently, and collaboratively
• Ability to meet deadlines
• Must exercise extreme discretion and follow confidentiality policies and regulations
• Must be self-motivated with a positive approach
• Ability to adapt well to a changing environment
• Must have excellent skills in writing, editing, proofreading and formatting documents
• Must have excellent customer service and active listening skills when addressing customer concerns and other conflict
• Conducts business in a service-oriented manner that is attentive, pleasant, respectful and kind when dealing with un'ina, visitors, co-workers and others

This position is a Covered Position subject to all requirements of the Alaska Barrier Crimes Act (ABCA) and to the Indian Child Protection and Family Violence Prevention Act, (ICPA). ABCA and ICPA requirements apply and must be complied with at all times in order to remain in the position.

*Memorandum of Understanding:Serves as documented evidence that the Kenaitze Indian Tribe has expressed the ineligibility of an employee to operate motor vehicles owned, leased or rented by the Kenaitze Indian Tribe, or to operate a personal vehicle on behalf of the Kenaitze Indian Tribe.

Preference shall be given to eligible qualified Alaska Native and American Indian applicants pursuant to P.L. 93-638 Indian Self Determination Act.