JOB SUMMARY:

Under general supervision of the Administrative Support Manager, this confidential position provides office management and administrative support services and supervises assigned staff.

MAJOR TASKS AND RESPONSIBILITIES:

1. Act as confidential assistant to the Administrative Support Manager including records management, scheduling, setting up meeting, writing correspondence and reports and researching information as assigned. May supervise other Tribal Council administrative support positions, including all performance management responsibilities.

2. Provide leadership to staff: gather, interpret, and prepare data for studies, reports, and recommendations: coordinate division activities with other divisions and agencies as needed.

3. Plan, coordinate, assign, prioritize, provide direction and monitor the quality of work of subordinate employees. Identify and solve workload and scheduling problems to ensure deadlines are met; provide assistance to staff with difficult assignments.

4. Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person often involving complex, sensitive, confidential problems and/or potentially volatile situations.

5. 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 spreadsheet and customized data applications.

6. Maintain databases and spreadsheets for necessary personnel and management records; assist in coordination of recruitment, interviewing and selection processes.

7. 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.

8. 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 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.

9. 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.

10. May attend and record public and/or departmental hearings and/or meetings, to include Tribal committee meetings, and at times may be required to make presentations.

11. May schedule meetings, make training and travel arrangements, and maintain calendars for Tribal Council and direct reports to Tribal Council.

12. Records training and workshops relative to assigned responsibilities; develops project scope of work and leads projects across divisional lines.

13. 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.

EDUCATION - EXPERIENCE AND TRAINING FOR POSITION:

Graduation from a two-year community college or vocational school with course work in general office practices, accounting or closely related field and six (6) years of experience as a confidential assistant, administrative assistant or similar position, and two (2) years experience supervising other clerical support staff.

SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION:

Knowledge of: 

General office policies, principles and practices

Rules, regulations, codes, laws, policies, procedures and ordinances related to Muckleshoot Indian Tribe

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

Skills 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 telephone

Interpersonal and human relations

Provide training

PHYSICAL REQUIREMENTS:

Continuously uses vision. Frequently sits for long periods of time. Frequently talks and listens. Manual dexterity for computer work and routine paperwork. Occasionally walks and reaches with hands and arms. Occasionally lifts up to 25 lbs.

Licenses or Certifications Required:

Current and valid Washington state driver’s license