Tribal Council Support Staff

Under general direction, performs advanced administrative and professional management work in support of the assigned Tribal Council member and the Administrative Support Manager in the areas of research, communications, public relations, project management and administration; assures the flow of accurate information in a timely and efficient manner, and maintains a high level of confidentiality. Responsible to maintain strict confidentiality in all aspects of administrative operations records and actions.

This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

Customer Service Delivery

• Ensures customer satisfaction is top priority at all times and in all communications and interactions with all personnel.

• Provides a high level of customer service to the senior leadership through executing a variety of tasks including, but not limited to: filing, scanning, and printing documents, handling email correspondence, updating charts in Microsoft Office, creating and updating reports, picking up lunches, ordering special supplies, retrieving and responding to voicemail, etc.

Communication

• Works cooperatively with all entities of the Tribe in the administration of assigned duties.

• Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person often involving complex, sensitive, confidential problems and/or potentially volatile situations.

• Attends and may record public and/or department hearings and/or meetings, to include Tribal Committee meetings, and at times may be required to prepare presentations.

• Coordinating Activities by arranging and preparing for meetings.

• Responsible for taking minutes at meetings.

• Consult statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources.

• According to established policies and prescribed guidelines, control the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.

• May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter.

• Compose, draft, type and/or word process, proofread and edit documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.

Financial

• Prepare and submit expense reports and reconciles credit card statements for processing and reimbursement to concur; makes all travel arrangements, including air, ground transportation and hotel, and produces detailed travel itineraries for individual and group travel.

• Perform moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.

Organizational Management

• Acts as a confidential assistant to the assigned Tribal Council member and the Administrative Support Manager, including records management, scheduling, setting-up meetings, writing correspondence and reports and researching information as assigned.

• Composes and prepares memos, letters, and other correspondence from rough drafts; formats documents, proofreads and verifies documents for accuracy.

• Handles logistics for internal and external meetings, including reserving conference rooms, arranging flip charts, printing and preparing meeting materials, ordering catering, greeting guests, etc.

• Finalizes correspondence for signature and distribution as appropriate.

• Conducts research/analysis and special projects on an ongoing basis on a variety of issues.

• Maintain, inventory, order, collect and distribute supplies and/or equipment.

• May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.

• Gather, interpret, and prepare data for studies, reports, and recommendations:…