Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant (BSS Labor Category)

Location: Wapato, Washington (Wapato Irrigation Project – Yakama Reservation)

Position Summary The Bureau of Indian Affairs (BIA) Northwest Regional Office, Wapato Irrigation Project (WIP) is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to the WIP Project Administrator, Administrative Officer, Supervisory Irrigation System Manager, Supervisory Irrigation Maintenance Specialist, and other WIP staff.

This role plays an integral part in supporting the Northwest Regional Director and the overall operations of the Wapato Irrigation Project. The Executive Assistant will handle a wide range of clerical, administrative, and coordination duties in a fast-paced government environment.

General Requirements

• Experience: Four (4) years of related administrative experience
• Education: High School diploma (or equivalent)
• Security Clearance: Public Trust – Non-Sensitive, Moderate Risk (must be able to obtain and maintain)

Key Responsibilities

• Schedule appointments with key partners, internal and external customers; maintain calendars for the Project Administrator
• Analyze data and prepare basic Excel spreadsheets, including budget income-expense reports using the Financial and Business Management System (FBMS)
• Gather information on departmental and WIP policies/procedures in response to inquiries and complaints; track and follow up on WIP and bureau requests
• Type, proofread, and process a variety of documents including correspondence, agendas, memos, and statistical charts from rough draft
• Perform general clerical duties: maintain accurate records and files, function as receptionist for main agency phone line, verify information, and research discrepancies
• Initiate and maintain records and files related to personnel, maintenance, and operations
• Coordinate meetings, schedule conference room usage, prepare materials, post public hearing notices, take minutes, and provide online technical support
• Screen and direct telephone calls and visitors; resolve routine inquiries
• Input Purchase Request information into the department financial system
• Track and document water orders from customers; submit Maximo work orders
• Work with the National Irrigation Information Management System (NIIMS) and assist with resolving land base issues
• Assist with income and expense reports and track expenditures using FBMS
• Provide administrative support and resolve issues related to office clerical services

Knowledge, Skills, and Abilities

• Strong typing and word processing skills with excellent English grammar, spelling, and formatting
• Proficiency in operating computers, calculators, printers, fax machines, and other office equipment
• Advanced skills in MS Office (especially Excel and PowerPoint)
• Ability to learn and use specialized systems such as FBMS and NIIMS
• Excellent organizational and time management skills with the ability to multi-task and prioritize
• Strong attention to detail and problem-solving abilities
• Excellent written and verbal communication skills
• Tact, discretion, and good judgment when handling sensitive or confidential information
• Ability to interact professionally with internal staff, external customers, vendors, Congressional offices, and the general public

Desired Experience

• Familiarity with National Irrigation Information Management System (NIIMS)
• Experience with Financial and Business Management System (FBMS)
• Knowledge of office management systems and procedures
• Working knowledge of irrigation projects, water orders, or Bureau of Indian Affairs operations (a plus)