What are the responsibilities and job description for the Meeting Specialist Supervisor position at Fond du Lac Reservation?
Division/Department: Administration/Administration
Location: Fond du Lac Tribal Center - Onsite
Reports To: Secretary/Treasurer
Probationary Period: 6 months/180 days
FLSA Status: Non-Exempt (Hourly)
Classification: Non-Child Related NA
Driver’s License: Level 3 - Driver’s License required
Rate of Pay: $24.47 - $27.53
- Responsibilities: Supervision and Department Oversight
- Due to changes and modifications in the job from time to time, employees are required to be flexible and assume other responsibilities assigned by management as deemed necessary.
Supervises Meeting Specialist staff by completing their annual appraisals, approving leave time, monitoring their work product, ensuring proper coverage of duties when they are on leave, training for their duties, and any disciplinary action necessary.
Provides cross-training and oversight to ensure continuity of operations.
Ensures staff follow all confidentiality, archival handling, and meeting governance procedures.
Administrative and Operational Duties
Order supplies as needed to ensure staff are prepared to provide minutes as requested by the Reservation Business Committee.
Prepares and processes department’s payment authorization forms for department expenditures
Coordinate and develop office procedures to ensure that the operation runs effectively and efficiently.
Develop and maintain department file and tracking systems both electronic and manual.
Administrative and Operational Duties
Ensures all received requests and documents are placed on the agenda and entered into the designated software program.
Prepares the agenda for meetings and ensures all agenda items are complete and in the correct session.
Schedule and invite Reservation Business Committee, Executive Director(s), Legal Affairs Attorney(s), and attendees to electronic meetings.
Prepares physical and/or electronic report packets for the Reservation Business Committee and Executive Director(s) and distributes in accordance with the meeting schedule.
Tracks all agenda submissions, referrals, and follow-up actions to support the Secretary/Treasurer in ensuring timely completion of meeting directives.
Maintains and oversees meeting workflow systems (agenda, minutes, resolutions, archiving) and coordinates updates with IT when needed.
Maintains and oversees meeting workflow systems (agenda, minutes, resolutions, archiving) and coordinates updates with IT when needed.
Resolutions, Ordinances, and Contracts
Collects and track documents, resolutions, and contracts for signature by the Reservation Business Committee.
Assign resolution and ordinance numbers. Maintain a log of resolutions and ordinances presented to the Reservation Business Committee.
Reviews submitted resolutions for accuracy, completeness, formatting, and alignment with recorded motions.
Prepares routing sheets, certification pages, and signature packets for the Secretary/Treasurer.
Ensures legal sufficiency and clerical accuracy of governing documents prior to archiving.
Meeting Attendance and Documentation
Attend Reservation Business Committee and Fond du Lac Management Inc. meetings and is responsible for recording, typing, and filing minutes for regular, special, and executive sessions, as directed by supervisor.
Maintains a comprehensive filing system for the meeting minutes and the corresponding documents from the agenda.
Attend additional meetings as directed, including monthly Open Reservation Business Committee Meetings, and monthly Division Director Meetings.
Meetings may be held off location or electronically, and outside of normal working hours.
Ensures minutes accurately reflect motions, votes, discussion summaries, and exact wording of official actions.
Records Management and Archival Governance
Supports the Secretary/Treasurer in maintaining the official archives of resolutions, ordinances, minutes, contracts, and associated documents.
Implements and enforces archive-room protocols, including key control, secure storage, and chain-of-custody procedures.
Ensures compliance with records retention schedules, digital archiving standards, OCR indexing, and metadata accuracy.
Prepares documents for certification and official release.
Research and Information Retrieval
Research previous discussions and decisions made by the Reservation Business Committee as requested by the Reservation Business Committee, Executive Director(s), Legal Affairs Attorney(s), or Division Directors.
Provides historical summaries and document retrieval needed to support the Secretary/Treasurer’s decision-making and legal compliance.
Public Transparency Support
Posts open meeting notices, approved minutes, and non-confidential documents as directed by the Secretary/Treasurer and in accordance with Band policy.
Coordinates with the Communications Division when needed to ensure proper public reporting of official actions.
General Professional Duties
Appropriate work attire is required.
Must attend all mandatory department trainings.
Ensures confidentiality of financial records and all records for employees and/or clients.
Displays a responsive and professional manner in promptly responding to all requests, complaints, and problems.
Recognizes that each employee is a representative of the Fond du Lac Band of Lake Superior Chippewa and is responsible for demonstrating courtesy, respect, and sensitivity to the needs of all others, including visitors and co-workers.
Represents the Fond du Lac Band of Lake Superior Chippewa and the department in a positive and professional manner in the community.
Required to maintain proper attendance including reporting to work on time in accordance with applicable policies.
Maintains a clean and organized work area.
- Qualifications: Valid Driver’s License issued in the US is required.
- Must have the manual dexterity necessary to operate a computer, keyboard, mouse, and other office equipment for extended periods, as well as perform fine motor tasks as required by the role.
Eligibility determined by FDL's insurance company.
AA Degree in Business or closely related field is required.
1-year supervisory experience is required.
Knowledge of computer applications to include word processing, databases and/or data entry, spreadsheets and Microsoft Outlook is required.
Experience with tribal government structures, sovereign governance procedures, and confidentiality protocols preferred.
Knowledge of Native American Communities, culture, customs, and beliefs is preferred.
Ability to communicate effectively orally and in writing is required.
Ability to work independently and establish priorities is required.
Attention to detail and accuracy is required.
Ability to establish professional and harmonious working relationships on all projects and with all parties involved.
Subject to drug and alcohol testing in accordance with the Fond du Lac Reservation’s Personnel Policies.
Subject to pre-employment and annual background checks.
Travel is required.
PHYSICAL REQUIREMENTS:
Ability to lift and carry up to 25 – 35 pounds is required.
Prolonged sitting, with some lifting and walking is required.
Walking, standing, bending, stooping, climbing, pushing, pulling, and reaching overhead is required.
T he Fond du Lac Band of Lake Superior Chippewa, Nagaajiwanaang ( Where the water stops ), is one of the six Bands of the Minnesota Chippewa Tribe and a proud sovereign Ojibwe nation. We strive to be a diverse , supportive , and inclusive workforce that employs Fond du Lac Band members, native peoples , and those from our surrounding communities .
As one of Carlton County's largest employers, the Fond du Lac Band is dedicated to elevating the community through a broad spectrum of programs and enterprises including our gaming facilities, tribal government, health services, and education that promot es our language, culture, and the preservation of our natural resources .
The Fond du Lac Band is a n employer that cultivate s the growth of our employees and our programs ; a place where you can develop your skills and gain experience that will positively impact the lives of those who call the Fond du Lac Band home. Our hiring practices follow tribal employment rights outlined in Fond du Lac O rdinance #12/94 (TERO).
Join the Fond du Lac Band of Lake Superior Chippewa in our mission to preserve and promote our community while contributing to its vibrant future.
Salary : $24 - $28