JOB SUMMARY:

Under general supervision of the Department Director, this confidential position provides office management, accounting assistance and administrative support services and supervises assigned staff.
POSITION REPORTS TO: Director of Human Services

EDUCATION - EXPERIENCE AND TRAINING FOR POSITION:

Required graduation from a two-year community college or vocational school with course work in general office practices, accounting or closely related field and ten (10) years of experience as a confidential assistant, administrative assistant or similar position, and six (6) years’ experience supervising other clerical support staff.
Additional work-related experience may be used in lieu of educational requirements.

KNOWLEDGE OF:

• General office policies, principles and practices.
• Rules, regulations, codes, laws, policies, procedures and ordinances related to department Director’s office.
• Computer software applications relative to the position including MS Word and Excel.
• Basic accounting and mathematics.
• Conflict resolution techniques.
• Operation of standard office equipment that may include computer, copier, fax machine and multi-line telephone.
• Program specific information, terminology and/or equipment.
• Principles and practices of supervision.

SKILLED IN:

• Operating a personal computer, including applicable software and office equipment.
• Communicating effectively orally, and in writing, with Tribal officials and managers, other governmental officials, consultants, and employees.
• Conducting research, analyzing data and compiling comprehensive reports that include recommendations.
• Organizing multiple tasks and priorities.
• Time management.
• Supervision, scheduling, assigning, coordinating and monitoring the work of staff.
• Establishing effective working relationships with diverse groups and individuals.
• Research, analysis and problem solving in both administrative and technical areas.
• Maintaining confidentiality of sensitive matters.
• Customer service – in person and via telephones.
• Interpersonal and human relations.
• Providing training.

PHYSICAL REQUIREMENTS:

The working conditions described herein are representative of those that must be met by an employee to successfully perform the essential duties of this class. The employee is frequently required to sit and talk, walk, stand, hear and observe; use hands to finger, handle, or feel objects, tools, or controls. The employee is required to drive a motor vehicle and reach with hands and arms. The employee must occasionally lift and/or move up to 20 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 moderately quiet.
Licenses or Certifications Required: A valid Washington State driver’s license is required at the time of appointment or at a time set by the Tribe

• Acts as confidential assistant to the department Director, including records management, scheduling, setting up and/or attending meetings as required, writing correspondence and reports and researching information as assigned. May supervise other administrative positions.
• Provides leadership to staff; gathers, interprets, and prepares data for studies, reports, and recommendations; coordinates division activities with other divisions and agencies as needed.
• Plans, coordinates, assigns, prioritizes, provides direction, and monitors the quality of work of subordinate employees. Identifies and solves workload and scheduling problems to ensure deadlines are met; provides assistance to staff with difficult assignments. Interviews, selects and trains employees for assigned positions; evaluates employees’ performance and determines necessary action; coordinates and implements decisions on discipline problems and approves leaves.
• Provides specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and external customers over the telephone, in writing or in person often involving complex, sensitive, confidential problems and/or potentially volatile situations.
• Consults statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarizes information and prepares reports based on analyses of data and other information sources including spreadsheets and customized data applications.
• Maintains databases and spreadsheets for necessary personnel and management records; assists in coordination of recruitment, interviewing and selection processes.
• According to established policies and prescribed guidelines, controls and/or oversees the proper maintenance, archiving, release, and destruction of vital records, exhibits or files that may impose severe consequences on the Tribe if mishandled.
• Performs moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, and preparing and monitoring budgets.
• May generate responses to internal and 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.
• Processes 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; 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.
• May attend and record public or departmental hearings and/or construction meetings. May, at times, be required to make presentations. Represents organization at various functions including construction meetings, architect meetings, owner building board meetings, project workgroup meetings, and attends other meetings as requested.
• May schedule meetings, make training and travel arrangements, and maintain calendars for department Director.
• Assists with special projects and develops related operations policies and procedures.
• 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.