Executive Assistant - MTM Only

Confidential Assistant Position

Under general supervision of the Senior Services Program Manager, this confidential position provides office management and administrative support services and supervises assigned staff. Position reports to: Senior Services Program Manager

Major Tasks and Responsibilities

• Act as confidential assistant to the Senior Services Program Manager including records management, scheduling, setting up meetings, writing correspondence and reports and researching information as assigned.
• Plan, coordinate, assign, prioritize, provide directions 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. Interview, select and train employees for assigned positions; evaluate employees' performance and determine necessary action; coordinate and implement decisions on discipline problems and approve leaves.
• 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.
• 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 for Management staff.
• 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 high school or equivalent with course work in general office practices, 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

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.

Physical Requirements

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.

Licenses or Certifications Required

Current and valid Washington state driver's license.