Pilot Point Tribal Clerk

POSITION TITLE: TRIBAL CLERK I – III

DEPARTMENT: COMMUNITY SERVICES

OBJECTIVE: The Clerk shall be responsible for a variety of complex administrative, secretarial, and clerical duties to support the Tribe. The Tribal Clerk must be able to communicate with internal and external contacts, offices, and other organizations while exhibiting good judgment. The Tribal Clerk must exercise independent judgment and initiative in resolving issues to ensure compliance with the BBNA and Tribal policies and procedures. QUALIFICATIONS: REGULATORY REQUIRMENTS – Ability to clear all necessary background checks. EDUCATION & EXPERIENCE – Required: High school diploma or equivalent Preferred: Three (3) years of administrative experience in a tribal and fast-paced environment. SKILLS & ABILITIES: Able to manage multiple projects simultaneously, Effective presentation skills, Excellent time management, attention to details and ability to follow written and verbal directions. Ability to promote the tribe and programs in a positive way, build trust with Tribal members, handle and prioritize tasks and projects in a high-stress environment while being flexible enough to change direction quickly, when needed. TECHNICAL PROFICINENCY: Excellent computer literacy, specifically experience with Microsoft Office, including Word, Excel, and Outlook. OTHER REQUIRMENTS: Well organized and ability to travel for training as required by Tribal Administrator. JOB RESULTS: Achieves Program functions by First point of contact for Tribal members in need of services and routes call to appropriate staff. As needed, interprets, and explains program requirements, guidelines, procedures, and other pertinent information to Tribal Members on an individual basis (in person or by telecommunication), or in group settings. Gather information needed as requested by the Tribal Administrator Upon request, assists Tribal members in connecting with the appropriate resources or individuals for available programs through the BBNA, State, or Tribe. Assists with event preparation including but not limited to ordering and organizing supplies and materials, setup, and break down of events such as Tribal Councils meeting or community events. Responsible for Office Supply Reimbursement submission to Tribal Administrator Open and Closing of the Tribal offices. Answering and disseminating TEAMS phones while using excellent telephone techniques to answer incoming calls in a professional manner. Welcome public, visitors and tribal members. Responsible for notifying Tribal Administrator on office equipment needs or repairs. Ordering and inventory of supplies, keeping supply areas clean and organized and advising Tribal Administrator of supply needs. Helping to ensure meetings are well organized and adequate notice and optimal participation by setting up teleconferences as needed, reserving space, communication with participants. Assist with meeting set up, ensure room set up, refreshments provided, meeting materials available. Put together agendas and packets and ensuring adequate delivery. Assist in Tribal Council travel and lodging arrangements. Compile reports and documents for community and Tribal Council meetings, as directed by the Tribal Administrator. Produce a comprehensive monthly report to the Tribal Administrator. Take Tribal Council, Community and BBNA meeting minutes and transcribing them. Keep Records Management by Maintain appropriate and accurate records, documentation, and files by entering data into record systems, monitoring and following up on due dates; and preparing and maintaining other documents associated with the Tribe and their related reporting requirements Supporting Tribe with typing, filing, faxing, mailing, data enter and updating addresses for Tribal members. Maintaining files of original forms and/or digital forms while acting as custodian of Tribe and BBNA files. Use current technology to deliver correspondence, such as maintaining web access pages, confluence, TEAMS, email, SharePoint, other. Performs specialized functions and tasks in support of Tribal programs, such as processing applications, Tribal Cards, and preparing correspondence to Tribal members including but not limited to websites, newsletters and/or annual reports. Organizes and routes income Tribe mail. Keep Management Informed by Providing monthly reports as designated by the Tribal Administrator Attend all Tribal Council and community meetings. Meet requirements for travel in and out of region by Scheduling well planned trips to provide services, participate in training, workshops and to ensure communications and exchange of current information significant to Village, Regional, Tribal, State, and Federal entities. Willing and able to travel in and out of region including in light aircraft. Monitors and improves program and service quality by Using information gained and feedback regarding Tribe Clerk support to suggest ways to maintain a high standard of supportive service. Protect program integrity and client privacy by Agreeing to BBNA’s policy on confidentiality, keeping confidential information gained through employment secure, during and after this employment. Contributes to overall team effort by Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping other accomplish related job results as and where needed.

REPORTS TO TRIBAL ADMINISTRATOR

DUTY STATION IN – REGION

WAGE/CLASS RANGE: TRIBAL CLERKS WAGE AND CLASS RANGE ARE DETERMINED BY THERE ABILITY TO ACHIEVE JOB RESULTS. Tribal Clerk I – Class Range: 7, $18.01 – $33.74 ($35,120 – $69,946) Tribal Clerk II – Class Range: 8, $19.01- $38.05 ($37,070 – $74,197) Tribal Clerk III – Class Range: 9, $20.18 – $40.35 ($39,351 – $78,681)

EMPLOYMENT TYPE FULL-TIME

FLSA STATUS: NON-EXEMPT

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