What are the responsibilities and job description for the Executive Assistant position at Muckleshoot Indian Tribe?
Job Summary
Under general supervision of the MTS Administrative Support Manager
, this confidential position provides office management and administrative support services and supervises assigned staff
Major Tasks And Responsibilities
including
the Superintendent and/or school Directors. Duties may include but are not limited to:
records management, scheduling, setting up meetings, writing correspondence, reports and researching information as assigned. May supervise other Tribal Secretarial positions, including all performance management responsibilities.
a record of excellent attendance and punctuality.
Specific Skills/Knowledge/Abilities Required For Position
The working conditions described here are representative of those that must be met by an employee to successfully perform the essential duties of this class.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet.
Licenses Or Certifications Required
Current and valid Washington state driver's license.
Under general supervision of the MTS Administrative Support Manager
, this confidential position provides office management and administrative support services and supervises assigned staff
Major Tasks And Responsibilities
- Act as confidential assistant to the
including
the Superintendent and/or school Directors. Duties may include but are not limited to:
records management, scheduling, setting up meetings, writing correspondence, reports and researching information as assigned. May supervise other Tribal Secretarial positions, including all performance management responsibilities.
- Act as direct liaison to the Tribal School Commission and Department of Education under the direction of the School Superintendent regarding Commission meetings, minutes, information requests or other actions as required. Act as liaison for the Tribal School Commission and Department of Education with community contacts or other appropriate information as needed.
- Be versed and understand all approved policies and procedures associated with the Tribal School so they can
- Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources, including spreadsheets and customized data applications.
- According to established policies and prescribed guidelines, control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.
- Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll and/or other applications.
- May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion; work may involve legal, and/or other specialized materials, extensive statistical reports, editing policies and procedures, ordinances, contracts, public notices or other documents, requiring a comprehensive understanding of the subject matter.
- Process mail that may require attaching related correspondence or information before forwarding; selecting mail to handle personally where the response requires specialized knowledge of the assigned function; identifying priority and/or time sensitive matters; and ensuring security and confidentiality. May be responsible for planning and organizing mail-handling functions involving a large volume and variety of mail, or for coordinating large-scale publication and distribution projects.
- To attend and record public and/or departmental hearings and/or meetings, and at times may be required to make presentations. Represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings.
- May schedule meetings, make training and travel arrangements, and maintain calendars forÂ
- Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
- Coordinate, attend, participate in, and record the confidential minutes of Superintendent's administrative team meetings or other assigned meetings.
- Assists in the operation of the district's communication systems for emergency closings and general inter-district communications from the Superintendent and Board of Education.
- Assume and execute special projects as assigned to a high level and serve as backup contact person for school enrollment.
- Because of the Tribe's commitment to community service and the well being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities
- G
- Six (6) years of experience as a confidential assistant, administrative assistant or similar position,
- Two (2) years' experience supervising other clerical support staff.
- Ability to demonstrate/provide evidence of the ability to
a record of excellent attendance and punctuality.
Specific Skills/Knowledge/Abilities Required For Position
- Keyboarding, Analysis and problem solving.
- Oral and written communication.
- Organization, work prioritization and time management.
- Maintaining strict confidentiality of sensitive matters.
- Customer service -- in person and via telephone (discretion, patience, etiquette, professionalism).
- Excellent Interpersonal and human relations skills.
- Following oral and written instructions; anticipate changes as appropriate.
- Working independently, and adapting to changes in work load demands.
- Providing training and coaching to subordinate staff.
- Evaluating employees and disciplining as appropriate.
- Following through on assignments as directed.
- Conducting research on specific work assignment as directed.
- General office policies, principles and practices.
- Rules, regulations, codes, laws, policies, procedures and ordinances related to Operations Manager's office.
- Computer software applications relative to the position including Word and Excel.
- Basic accounting and mathematics.
- Conflict resolution techniques.
- Operation of standard office equipment that may include computer, copier, fax machines and multi-line telephone.
- Program specific information, terminology and/or equipment.
- Principles and practices of supervision.
The working conditions described here are representative of those that must be met by an employee to successfully perform the essential duties of this class.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet.
Licenses Or Certifications Required
Current and valid Washington state driver's license.