Executive Assistant- Governor's Office; Closing

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EXECUTIVE ASSISTANT

REGULAR/FT

EXEMPT LEVEL 10

SALARY $24.91

GENERAL DEFINITION :
The primary responsibility of this position is to provide a high level of executive, administrative, and operational support to the Governor and Tribal Council. This position serves as the primary point of contact for internal and external stakeholders on matters pertaining to the Governor’s Office and facilitates effective communication, coordination, and follow-through on behalf of Tribal leadership.

SUPERVISION RECEIVED :
Work is performed under the direct supervision of the Governor and Lieutenant Governor or designee.

SUPERVISION EXERCISED :
No supervisory duties.

DUTIES:

Analyze and organize administrative support to operations and procedures.

• Analyze, coordinate, and improve administrative operations, procedures, and workflow processes to enhance organizational efficiency and effectiveness.
• Provide lead work guidance to assigned staff, assist with workload distribution, and ensure timely completion of assignments.
• Assists in planning, coordinating and implementing tribal programs activities and special events.
• Recommend and implement process improvements that support operational objectives and service delivery.
• Establish and maintain standardized correspondence, filing, records management, and document distribution procedures.
• Develops tools, resources, and systems that promote efficiency, accuracy, and accountability.
• Provides support to boards, committees and commissions of the Pueblo of Zuni affiliated entities.
• Serves as primary point of contact and liaison between Tribal Council members, Tribal entities, staff, community members, and external stakeholders.
• Assist the Tribal Council with tracking, monitoring, and implementing internal and external reporting requirements, including follow-up on assignments and directives.
• Interpret, apply, and ensure compliance with applicable policies, procedures, rules, regulations and administrative requirements.
• Plan office activities, coordinate work schedules, and ensure the smooth operations of office functions.
• Draft Tribal Resolutions, correspondence, reports, and other official documents for Tribal Council review and approval.
• Disseminate information and maintain effective communication with internal and external entities.
• Prepare briefing materials and provide background information for meetings, events, and official functions.
• Answer and direct telephone calls, screen visitors, prioritize communications, and respond to inquiries in a professional manner.
• Attend Tribal Council meetings to record and transcribe minutes of the meeting.
• Research and gather information to resolve problems, respond to requests and complaints, and address issues not resolved at lower levels.
• Promote effective communication and maintain a positive working relationships with employees, elected officials, community members, and external entities.

Financial Administration and Budget Support.

• Assist Governor and Tribal Council in developing, monitoring, and managing a program budget.
• Monitor expenditures, review budget activity, and recommend budget revisions as necessary.
• Prepare and process payment vouchers for services, supplies, equipment and other authorized expenditures.
• Maintain cuff accounts for all expenditures and reconciles them routinely.
• Logs and routes all financial reports submitted to Governor and Tribal Council to the appropriate official and ascertains that documents are returned to the proper divisions and programs.
• Monitor and maintain records of program budgets reports and financial documentation received by the Governor and Tribal Council.
• Monitor financial statements and identify discrepancies requiring review or corrective action.
• Maintain accurate records and tracking of all expenditures, including payment vouchers, purchase requisitions, travel expenses, and related financial documentation.
• Perfom routine reconciliations to ensure proper budget monitoring, accountability, and fiscal compliance.
• Assist the Tribal Administrator and Finance Director in reviewing proposed budgets to ensure required approvals and documentation are complete before submission to Governor and Tribal Council.

Travel and Meeting Coordination.

• Coordinate travel arrangements, lodging accommodations, itineraries, and related logistics for the Governor and Tribal Council, and designated staff.
• Distribute travel itineraries, relevant documentation, and updates…