Tribal Council Executive Assistant

Overview

Job location:

2960 Tongass Ave - Ketchikan, AK 99901. Position Type:
Regular Full-Time. Salary Range: $28.65 - $42.98 hourly. Travel:
Negligible. Job Shift: Varies. Job Category:
Administration.

The Tribal Council Executive Assistant will provide confidential secretarial and clerical support to the KIC Tribal Council. Some duties may require considerable independence within established guidelines and policies under the supervision of the office manager or designee. Incumbent will perform tasks including copying and routing mail to appropriate council member, copying agenda items and preparation of Tribal Council packets for meetings.

Assisting with filing. Assist with travel arrangements such as reservations. Assist in setting up, attending, taking minutes, and clean up after Tribal Council meeting which will mean varied working hours. Incumbent will also be responsible for performing administrative office work which involves a variety of complex work procedures. Incumbent will assist with finance duties as needed.

• Welcome and provide information to visitors, vendors, and tribal members, either in person or by telephone. Answer inquiries.
• Maintaining relationships with tribal representatives, legislators; tribal members, political affiliates, etc.
• Coordinating senior management staff action plan schedule, following up on project completion with senior management staff.
• Collecting and distributing information; preparing letters and memos.
• Attending appropriate meetings and completing relevant documentation.
• Calculating special charges, attaching vendor credit memos, and claims.
• Assist in travel arrangements using online reservations, secure hotel and car as needed.
• Performing various data entry assignments, assist with documentation filing, perform research as required.
• Other related duties as assigned.

• Knowledge of accounting; versed in office and reception protocols.
• Knowledge and highly skilled in the use of Microsoft Office Suite; skilled in office organization on minor to medium complexity tasks.
• Ability to maintain professionalism and diplomacy with individuals under stress.
• Ability to communicate professionally over the phone and in person in a positive and clear manner.
• Ability to manage multiple tasks simultaneously, including phone calls, computer operations, and in-person visitors.
• Ability to take directions from supervisor and/or designee.
• Strong understanding and sensitivity to AI/AN Tribal culture and lifestyle; effective working with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants.
• Skills in operating personal computers using a variety of software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to maintain strict confidentiality and comply with applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently as well as with teams.

• Cultural
  
  Competency:
  
  respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members; develop cultural competence.
• Uphold KIC Values:
  Trust, Teamwork, Respect, and Accountability, plus Southeast Traditional Tribal Values “Our Way of Life”.
• Commitment: serve Tribal Members; strive for results; convey urgency; stay persistent.
• Customer Service: meet internal and external customer expectations; understand and monitor needs; act with customers in mind.
• Effective Communication: ensure information reaches needed parties; communicate clearly in writing or orally.
• Responsiveness and Accountability: demonstrate conscientiousness; take responsibility for one s own work.

• Minimum Qualifications (Education & Experience):
  High School Diploma or equivalent; three years’ administrative experience; on a year-for-year basis, a combination of relevant experience, education, and training may substitute for education and experience requirements; proof of valid driver s license with acceptable driving record.
• Preferred Qualifications (Education & Experience):
  Associate s degree in public/business administration, or another related field; five years’ experience in advanced administrative duties; experience in community clinic preferred and a strong commitment to multi-disciplinary teamwork.