Executive Administrative Assistant

JOB CODE: 43-6011 SALARY: $23.27 -$35.70

STATUS: Full-time, Non-Exempt DEPARTMENT: Boards & Commissions

LOCATION: Ionkwakiohkwaró:ron REPORTS TO: B&C Director

TELECOMMUTE: Not-Eligible FLEET: Yes

SUMMARY: Under the direction of the Boards and Commissions Director (“BCD”), the Executive Administrative Assistant (“EAA”) is responsible for the administrative support to the Boards and Commissions Director. The EAA shall also provide administrative support to the Tribal Boards and Commissions, Cannabis Control Program, Te wá tha hón:ni Corporation, its subsidiary Limited Liability Companies as requested and by performing duties listed below.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions.
• Answer phones with the standard greeting as set by the office of Boards and Commissions, take and relay messages, and return phone calls.
• Collect, log, file and distribute mail to relevant Boards, Commissions and Committees in a timely manner.
• Procure and maintain office supplies and equipment as required.
• Develop and maintain a comprehensive electronic and paper filing and retrieval system of documentation for all Boards, Commissions and Committees. Must be able to search and provide information upon immediate request from the BCD.
• Assist the BCD in coordinating and scheduling meetings for Tribal boards, commissions and committees, as called for and the regular and special meetings of the Boards for Te wá tha hón:ni Corporation, its subsidiary Limited Liability Companies.
• Prepare meeting agendas and packages when requested.
• Attend board/commission meetings, tribal monthly meetings, and community meetings, including those outside of regular business hours, as requested by the BCD.
• Record, transcribe and distribute meeting minutes and action items in a timely manner upon request by the BCD.
• Draft, prepare, and send correspondences on behalf of the OBC and BCD upon request.
• Complete various forms on behalf the BCD upon request.
• Process invoices, billings, and payments for services and reimbursements, purchase requisitions utilizing the Tribe’s established financial procedures.
• Assist the BCD in maintaining a calendar of all appointed committee members’ terms and send reminders of upcoming vacancies to the BCD.
• Process travel requests, reimbursements and reconciliation for BCD and the members of the Boards, Commissions and Committees.
• Assist with any planning, implementation, documentation and organization for the office.
• Must train with the BCD to effectively be able to sit in for the BCD in their absence.
• Knowledge of Robert’s Rules of Order and/or willing to learn on the job.
• Maintain confidentiality at all times, and keep confidential information within the Office of Boards and Commissions.
• Maintain confidentiality, all information acquired during employment is to be treated with the strictest confidence.
• Other necessary duties and responsibilities as identified by Executive Assistant/Board Liaison.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position,

QUALIFICATION REQUIREMENTS: 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. Due to the sensitive nature of information and files maintained with the Commissions, must maintain strict confidentiality at all times.

EDUCATION and/or EXPERIENCE:

• Associate’s degree (A.A.) or certification from college or technical school in a business/administrative related field, AND
• One (1) year of related work experience

OR

• Combination of equivalent experience and training.

OTHER SKILLS and ABILITIES: Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. Computer testing in the applicable skills may be a requirement during the interview process.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Possession of a valid Driver License in accordance with Fleet Policy.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job-related factor.

The successful candidate must pass a drug test and background check prior to employment.