Executive Secretary

Executive Secretary TERO

This position is responsible for providing administrative support by coordinating staff and general administrative functions to specific departments and/or supervisor, with little or no supervision. Incumbents possess a broad knowledge of all functions and operations within a department and can generally apply judgment and make decisions within established guidelines.

Duties and responsibilities:

• Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
• Opens and reviews all incoming mail; answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff, may have signatory authority regarding correspondence.
• Performs a variety of administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
• Maintains calendars for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation.
• Maintains and reconciles budgets for departmental accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and makes recommendations for payments and purchases.
• Coordinates business affairs, personnel matters and may interpret policies and procedures.
• May supervise other clerical staff.
• Serves as liaison to staff, community members, and other outside agencies concerning information or complaints.
• Performs other related duties as assigned.

Knowledge, skills, and abilities:

• Knowledge of office and administrative practices and principles.
• Knowledge of Microsoft Office Suite and any other applicable software programs required by the assigned department.
• Skill in composing letters and preparing reports.
• Skill in recording and compiling material for reports.
• Skill in the operation of a variety of office machines including, personal computers, telephones and copiers.
• Ability to effectively communicate.
• Ability to maintain confidentiality.

Minimum qualifications:

• High School diploma or GED equivalent and 4 years of clerical/secretaries experience; OR any equivalent combination of experience, training and/or education approved by Human Resources.

Background check: I authorize Nisqually Indian Tribe or its designated third-party agency to conduct a background investigation, which may include verification of past employment, education, criminal history, and other relevant records.

Drug screening: I understand that I will be required to undergo a drug screening test as a condition of employment (or engagement). A positive result, refusal to test, or tampering with the test may result in disqualification or termination of employment.