Business Committee Executive Secretary

Job Identification:

Position Summary: 

This position provides comprehensive administrative and organizational support to the Quapaw Nation Business Committee. The position encompasses a full range of basic and advanced administrative functions, including, but not limited to, the preparation of accurate, clear, and concise resolutions; the composition, coordination, and distribution of official meeting agendas; the transcription and maintenance of formal meeting minutes; and the drafting of general correspondence, memoranda, reports, and other related documentation as directed by the Quapaw Nation Business Committee.

Essential Job Functions: 

• Maintain absolute confidentiality and integrity with all written and oral information regarding tribal business, elected officials, and sensitive data.
• Accurately receive, document, and relay messages; demonstrate initiative in resolving issues or providing requested information whenever possible.
• Schedule meetings as directed, ensuring all participants are notified, equipment requirements are identified and arranged, and necessary accommodations are provided. 
•  Provide exceptional customer service to tribal members, employees, and the public by communicating in a professional, courteous, and respectful manner at all times.
• Research, compile, and analyze data for special projects and reports as requested or directed by the Business Committee. 
• Assist the Business Committee with administrative functions and day to day coordination within the authority granted by the Committee and this position description. 
• Prepare agendas and all supporting documentation; attend meetings; transcribe and distribute meeting minutes within established timeframes. 
• Prepare and assemble monthly Business Committee packets, including resolutions, reports, and supporting materials. 
• Coordinate posting requirements for Business Committee and General Council meetings, including agenda preparation and public postings in compliance with policy. 
• Foster a collaborative and productive working relationship among Quapaw Tribal Members, Quapaw Nation employees, and the Business Committee.
• Respond appropriately to incoming calls, visitors, and correspondence on behalf of the Business Committee. 
• Communicate official information on behalf of the Business Committee in accordance with established protocols and tribal governance procedures. 
• Ensure all resolutions are properly formatted and reviewed prior to submission to the Business Committee. 
• Coordinate inclusion of Business Committee information in newsletters and on the Quapaw Nation website.
• Prepare, maintain, and manage filing systems to ensure accurate record keeping in compliance with tribal records management policies. 
• Maintain a complete and accurate record of tribal ordinances and laws.
• Facilitate amendments to tribal ordinances and maintain and preserve tribal and state compacts.
• Implement and comply with policies related to donations and sponsorships; maintain accurate tracking records. 
• Provide administrative support to subcommittees, including stipend processing, collection of meeting minutes, and coordination of vacancies and appointments. 
• Demonstrate excellent written and verbal communication skills.
• Demonstrate proficiency in Microsoft Office 365 and related communication, collaboration, and data visualization tools.
• Maintain high organizational standards with the ability to implement systems and follow up processes, exercise independent judgment, manage competing deadlines, and produce high quality work under pressure. 
• Demonstrate the ability to independently manage multiple tasks and priorities, including: 
  • Maintaining accurate and well organized physical and digital records.
  • Implementing structured workflows to improve efficiency.
  • Handling confidential information with discretion.
  • Effectively utilizing office software (including Outlook) for scheduling and task management.
• Take initiative to solve problems and provide requested information. 
• Perform other related duties as assigned.

Non essential Job Functions: 

• May attend professional meetings, workshops, and trainings. 
• May serve on organization wide or professional committees.
• Perform basic equipment maintenance as needed.

Job Specifications: 

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The following knowledge, skills, and abilities are required:

      Knowledge, Skills, and Abilities: 

• Proficiency in research, interpretation, and analysis of diverse information. 
• Ability to work independently and collaboratively to achieve objectives. 
• Strong initiative; must be a self starter. 
• Ability to work additional hours as required.
• Ability to follow direction and absorb large volumes of information efficiently.
• Demonstrated analytical skills, including data synthesis and workflow development.
• Effective problem solving skills.
• Physical ability to work extended periods at a keyboard or workstation.
• Maintain a current driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Education & Experience: 

• Associate degree in a related field preferred, but not required. 
• Demonstrated professional administrative skills, including basic accounting techniques. 
• Must be capable of obtaining a public notary license.

Working Conditions: 

This position is performed in an office environment with no disagreeable working conditions. The individual must be able to work effectively within a diverse cultural setting due to the sensitive and confidential nature of the position.

Disclaimers: 

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned. 

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).