Executive Secretary (HHS

Executive Secretary

Under limited supervision of the department Office Manager or Director, provides high level administrative assistance to the Director regarding a variety of administrative tasks that support the department's overall goals and objectives. At the discretion of the Director, also provides administrative support to other management level positions within the department. Provides direct support to the Director regarding all aspects of the department functions.

Acts as a mentor, role-model and leader to the clerical and administrative staff. This job class is treated as FLSA non-exempt. Distinguishing Features:
The Executive Secretary job class differs from the Secretary job class by providing higher level direct support for routine and special projects to the department Director and, at the Director's discretion, other department management positions. Clerical and administrative staff mentoring and supervision responsibilities are a required task.

Essential Functions:

Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

1. Supervision:
Assists with the routine supervision of assigned clerical and administrative staff members including approving work time for direct reports.

• Prioritizes and coordinates staff workflow.
• Provides administrative related staff training and assistance as needed and coordinates clerical and administrative in-house staff training and development.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.

2. Mentoring and Training:
Helps the Office Manager, if applicable, in mentoring the department clerical and administrative employees so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department's objectives and attain further career progression goals.

• Assists with cross training Clerk, Senior Clerk and Secretary staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical and administrative staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.

3. Special Projects :
Coordinates and oversees completion of special projects assigned by the Director.

• Researches, compiles and analyzes data for special projects and various reports as assigned.
• Maintains and updates resource materials.
• Assists the Director with developing memoranda, letters, reports and special project presentations for Tribal Council meetings, Directors meetings, public hearings and other project-specific meetings.

4. Administration:
Provides direct administrative support to the Director and acts as a department liaison at the discretion of the Director. This includes attendance at meetings otherwise attended by the Director and may include representation at various Tribal Government and Community events.

• Acts as a Time Approver for the People Soft Time & Labor processes.
• Processes People Soft Financial requisitions.
• Provides limited signature authority at the discretion of the Director.
• Provides non-complex department decision-making authority at the discretion of the Director.
• Coordinates all department training activities.
• Coordinates department meetings and Director activities as assigned.
• Provides assistance with the annual department budget process including compiling data, assisting with forecasts, creating the budget presentation and any required follow-up.
• Recommends both commendation and disciplinary actions as personnel related situations warrant.
• Maintains the department and Director's "Confidential" files as required.
• Coordinates use of the department "Purchasing Card" (P-Card) and maintains all documentation regarding P-Card use.

5. Miscellaneous:
Performs other job related duties as assigned by the Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of principles of personnel management and policy formation.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.
• Knowledge of the principles and practices of employee supervision including training and performance evaluations.
• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with…