Administrative Assistant IV - Governors Ofc; Closing

ADMINISTRATIVE ASSISTANT IV

FT/REGULAR

NE - LEVEL 5

SALARY: $ 16.33

GENERAL DEFINITION: The purpose of the position is to provide highly confidential, complex administrative support and technical support services to the Tribal Administration and Governor’s Office involving the use of independent judgement and personal initiative

SUPERVISION RECEIVED: Work is performed under the direct supervision of the Tribal Administrator or their designee.

SUPERVISION EXERCISED: No supervisory duties.

DUTIES:

Communicate effectively to internal and external program participants in writing, on the phone, and in person to assist the program to accomplish critical program related decisions.

• Answer and receive all incoming calls in a prompt and professional manner, directing calls to appropriate parties and taking messages.
• Receives and screens mail and telephone calls using discretion.
• Responds to and/or redirects callers to appropriate office or personnel.
• Collects and organizes information requested by the supervisor from others, making information available to others by mail, email, telephone, and providing more complex information on processes specific to the Office of the Governor/Tribal Administrator to staff, employees, other programs, and/or the public.
• Ensure clear communication and positive working relationships.

Coordinate program office management activities including meetings, correspondence, travel arrangements, records management, and other office duties as assigned.

• Maintain concise calendar of activities for elected officials including travel and meeting with Tribal Programs and members of the public.
• Manages and coordinates the workflow for burial assistance program.
• Prepare and distribute office correspondence, reports, logs and other office documents as required.
• Process and securely handle controlled and classified correspondence and documents.
• Prepare elected officials for scheduled meetings, conferences, and other events, including compiling, formatting, posting and distributing materials.
• Organizes, coordinates, plans and conducts events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets.
• Coordinates travel arrangements for Tribal Council members
  • Prepares and requests travel authorizations for the staff.

Performs complex administrative, secretarial and clerical support services to the program.

• Prepares and processes a variety of letters and documents, which may include statistical reports, forms and contracts, resolutions, manuals, grant applications, purchase requisitions, and reports. Composes memos and other correspondence.
• Process mail including receiving, sorting, logging, and distributing incoming and outgoing correspondence and packages.
• Monitor inventories of supplies and materials to prepare vouchers for payment and requisitions for purchases.
• Prepares, processes, and maintains time and attendance records for the tribal administration staff and tribal council.
• Monitors status of routed correspondence, budgets and other documents in a timely manner.
• Arranges for equipment and vehicle maintenance and maintains monthly vehicle maintenance log for all units.

Maintains central filing and form system for the program, including confidential correspondence, forms, documents, reports, data and a variety of other materials assigned.

• Maintain records and files, databases and archives relevant records; retrieves stored records as requested by internal and external customers.
• Maintain and tracks Tribal Council agendas, resolutions and other Tribal Council action items.
• Process forms, such as time records, purchase requisitions and orders, and other documents specific to the Office of the Governor/Tribal Administrator.
• Files reports, correspondence, forms and other documents and retires inactive files.
• Enter and retrieve data from automated system(s) to generate reports and perform other automated processes.

Execute timekeeping duties to maintain attendance records for personnel.

• Prepares, processes, maintain and manage time and attendance records for the tribal administration staff and (8) members of the tribal council, coordinating and submitting timesheets for all…