Emergency Hire - Tribal Council Executive Assistant

General Information Job Title: Emergency Hire - Tribal Council Executive Assistant Date Posted: 02/01/2024 Location: Administration Compensation and Hours Minimum Salary: DOE Maximum Salary: DOE Type of Job: Full Time Hours per Week: 40 Benefits: Health/Dental/Vision/401K Anticipated Job Duration: 4-150 Days Apply Online Job Description Purpose Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.Job Summary Incumbent will provide direct and indirect administrative support to the KIC Tribal Council. Responsible for the proper administration of all duties necessary in managing the office, including but not limited to internal/external public relations, meeting preparation, and record creation and retention.Individual will perform highly responsible varied or specialized administrative work which involves a variety of difficult work procedures or specialized substantive work. Duties are carried out with considerable independence within established guidelines and policies under the general supervision of the Tribal Administrator/CEOEssential Job Functions: PROVIDES SUPPORT TO TRIBAL COUNCIL BY

Welcoming and providing information to visitors, vendors, and tribal members, either in person or by telephone;

Answering or directing inquiries;

Coordinating senior management staff action plan schedule;

Following up on project completion with management staff;

Collecting and distributing information;

Preparing letters and memos.

Takes minutes

Provides follow-up for meeting and committee business and action items as required

Develop and Coordinate KIC and/or Community Events

Provides assistance to the Tribal Election Committee as needed

CONSERVES TRIBAL COUNCIL'S TIME BY

Reading, researching, and routing correspondence;

Drafting letters and documents;

Collecting and analyzing information;

Initiating telecommunications.

Reconciles credit card and expense reporting for Tribal Council and Tribal Administrator

CONSERVES TRIBAL COUNCIL'S APPOINTMENT SCHEDULE BY

Managing the calendars and scheduling appointments;

Planning and scheduling meetings, conferences, teleconferences, and travel;

Maintaining and publishing the monthly Tribal Council calendar;

RESOLVES PROBLEMS BY

Addressing complaints regarding administrative functions and works with supervisors to resolve;

Attending and participating in appropriate administrative and committee meetings.

PROVIDES HISTORICAL REFERENCE BY

Controlling correspondence;

Designing filing systems;

Defining procedures for retention, protection, retrieval, transfer, and disposal of records.

MAINTAINS QUALITY IMPROVEMENT PROCESS BY

Understands the Tribe's and employees needs by demonstrating courtesy, diplomacy and tact

during interactions with internal and external parties;

Prepares and monitors indicators for quality and continuous improvement;

Demonstrates continuous initiatives for improvement of administrative services;

Takes a systems approach to problem solving and process improvement, which involves staff.

MAINTAINS OFFICE EQUIPMENT BY

Establishing quality standards;

Inspecting and evaluating the physical condition of administrative areas, recommending

necessary changes to Maintenance to improve sanitation, appearance, and efficiency;

Developing operations, quality, and troubleshooting procedures;

Ensuring staff compliance;

Arranging equipment replacement, service, and repair.

Communicates issues to IT

MAINTAINS OFFICE SUPPLIES INVENTORY BY

Checking stock to determine inventory level;

Anticipating needed supplies and associates costs;

Placing and expediting orders for supplies;

Verifying receipt of supplies.

MAINTAINS SAFE WORKING ENVIRONMENT BY:

Reporting any unsafe conditions to appropriate supervisor upon discovery.

Adhering to all local, state, and federal moderate complexity regulations

Complying with federal and state laws and regulations regarding the protection of the health of employees and provide for appropriate occupational health services for those employees

MAINTAINS QUALITY RESULTS BY

Participating in the quality assurance program;

Assisting staff with ideas for ways to improve administrative services;

Performing proficiency surveys;

Making adjustments in policy and procedures;

Generating reports.

CONTRIBUTES TO TEAM EFFORT BY:

Participating in the appropriate committees and other workgroups; which requires overtime work and availability on a routine basis.

Performing other related duties as directed by supervisor.

Supports Tribal Enrollment Office as necessary

MAINTAINS PROFESSIONAL AND TECHNICAL KNOWLEDGE BY

Conducting research to improve administrative operation technology;

Attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices.

Obtain and maintain professional certification

Additional Job Duties:

Receives telephone calls for the Tribal Council from clients and visitors. Screens call for nature of contact and respond to questions or direct the visitors to the appropriate department or employee. Prioritizes all incoming calls and immediately refers the call to the appropriate personnel as needed;

Provides the full range of administrative duties to Tribal Council including meeting minutes that properly describe content and important decisions made. Prepares necessary paperwork for meetings including but not limited to records such as notices, minutes, policies, department project reports. Assists supervisor with all indicated post-meeting actions and reports;

Responsible for coordinating the Tribal Council's office including preparation for and follow-up from Board, Council, and staff meetings.

Recognize, identify, and resolve problems and issues without direct supervision.

Manages the Alaska Air Easy Biz Account/Certificate and mileage travel process

Coordinates civic donations

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of accounting, reception, typing, and filing procedures;

Knowledge of computer application skills - word processing, database management, and spreadsheet programs;

Knowledge and ability to carry out rules of Health Insurance Portability and Accountability Act (HIPAA), which protects employee/patient rights.

Knowledge of "Roberts Rules of Order" for Tribal Council and Committee meetings;

Skilled in office organization on minor to medium complexity tasks;

Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both clients and co-workers);

Ability to communicate professionally over the phone and in person in a positive and clear manner;

Ability to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;

Ability to work independently.

Ability to be flexible in order to perform at the highest level as a team player.

Ability to take directions from supervisor and/or designee.

Ability to maintain confidentiality of all KIC operations and staff.

Physical Activities Include

Must be able to professionally and concisely communicate and understand a variety information at all organizational levels. Ability to use hands to finger, handle, or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to forty (40) pounds.Requires the ability to work outside standard KIC office hours and to travel 10-15 percent of the time.License(s) Possess current valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.Education and Experience High school diploma or GED required. Minimum two-years of Business College or degree in Secretarial Science or related fields preferred.Minimum three years’ experience in progressive administrative/secretarial experience required. Motivation for professional and career advancement preferred.Any combination of related education and/or related experience will be considered if the candidate posses the demonstrated ability. Performs additional duties as requested by supervision or as required by the job.Required Job Qualifications Do you have a pending charge or past conviction for DWI/DUI? Do you have any pending charge(s) or past conviction(s) for possession of a controlled substance? Has a driver's license, permit, or privilege ever been suspended or revoked? Can you pass a Drug Test? Back to List Apply Online