What are the responsibilities and job description for the Administrative Assistant, Cultural Resources position at Shingle Springs Band of Miwok Indians?
POSITION SUMMARY
Shingle Springs Band of Miwok Indians Cultural Resources Department (CRD) purpose is to identify, preserve, and protect SSBMI language, culture and sites. It is committed to the success of our Tribe, our culture and our Native language. SSBMI Cultural Resources serves as a home for the Tribes’ cultural programs to protect historic sites, creates cultural media, plans community events and supports language revitalization. Our Tribe has taken on the responsibility of digitizing the state records of native cultural sites in order to respond to construction notices and ensure appropriate protection.
The Administrative Assistant for the Cultural Resources department reports directly to the Executive Director of Cultural Resources. This position is to provide administrative and clerical support to the Executive Director, as well as to the programs within Cultural Resources (Site Protection, TEK, Language, Exhibits & Collections). The Administrative Assistant will be responsible for scheduling meetings within and for the department, coordinating travel, ordering supplies, and other duties as needed.
ESSENTIAL FUNCTIONS
1. Coordinates all Cultural Resources department employee schedules, including meetings, trainings, and out of the office notifications.
2. Schedules and coordinates meetings as needed.
3. Facilitates on-going communication between staff members, including location of personnel on a day-to-day basis.
4. Answers Cultural Resources’ main telephone and routes messages in a timely and accurate manner.
5. Arranges and coordinates travel for department trainings.
6. Receives information and documents on behalf of the department and ensures they are routed in a timely and accurate manner.
7. Oversees the preparation of all batches, credit card receipts and petty cash requests.
8. Drafts correspondence such as letters and flyers for the department.
9. Provides clerical and administrative support in a collaborative setting to ensure efficient, accurate and timely completion of assigned duties.
10. Provides mail management, including routing, stamping and logging incoming and outgoing bulk and electronic mail.
11. Provides support to the Executive Director of Cultural Resources, and the programs within the department, including the planning and implementing of activities and events.
12. Serves as the first point of contact for complaints, inquiries, corresponding with staff, agencies, employees and members of the community and public.
13. Demonstrates a professional ability to handle sensitive issues, materials and information, and handles confidential assignments with tact and diplomacy.
14. Other duties as assigned by the Executive Director of Cultural Resources
MINIMUM QUALIFICATIONS
1. High School Diploma or GED equivalent is required.
2. Strong knowledge of Microsoft Office programs, including Word, Excel, PowerPoint and Outlook.
3. Excellent communication skills, both written and verbal.
4. A minimum of one (1) year experience in a professional office setting.
5. Must have valid, unrestricted California Driver’s license.
6. The ability to handle culturally sensitive materials, issues, and confidential assignments with tact and diplomacy.
PREFERRED QUALIFICATIONS
- Experience working with Native American communities and/or Native American cultures is highly preferred but not required for this position.
NATIVE PREFERENCE
Preference in hiring is given to either the most qualified applicant or a Native American candidate who meets the minimum qualifications. When two (2) or more Native American candidates have comparable qualifications, the following order of preference shall apply: (1) Members of Shingle Springs Band of Miwok Indians; (2) Spouses or domestic partners (certified through Tribal Court) of members of Shingle Springs Band of Miwok Indians; (3) Parents of children of the Shingle Springs Band of Miwok Indians; (4) All other documented Native Americans; (5) All other applicants in accordance with Title 25, U.S. Code, Section 472 and 473. Applicants claiming Native preference must submit verification of Indian eligibility.