Administrative Assistant III

Job Description

Job Description

Description:

The External Affairs Administrative Assistant III supports the Tribe’s External Affairs tower by performing administrative duties related to grants, purchasing, operations logistics, events, communications, and other projects.

ESSENTIAL DUTIES: Level I - Perform a variety of general office support and complex administrative functions for the External Affairs tower, including coordinating and planning meetings. Support schedule coordination, recordkeeping, expense tracking, and report processing tasks. Support managers and directors within the tower by coordinating report schedules and materials including grants and internal reporting needs. Research, compile, update, and maintain information related to department projects and programs; and prepare correspondence, documents, and reports. Provide support with procurement and contract processes, including coordinating, preparing, and submitting documents for internal processes while ensuring a consistent and coordinated approach. Collaborate with departments and staff within the External Affairs tower to maintain efficient processes, effective communication, and accurate records. Support departmental logistics, including budget and expense tracking, and procurement of goods and supplies. Maintain records related to contracts, purchases, agreements, resolutions, access equipment, and other materials. Support communication efforts and projects for Tribal Member and public audiences through written, photo, and video documentation. Coordinate, plan, and assist with execution of events for Tribal Members and the public. Provide support and presence at public events and presentations. Provide administrative support and assistance to directors within the External Affairs tower. Level II - Performs all duties of Level I, plus: Assist with all aspects of External Affairs tower travel, including flights, lodging, ground transportation, and per diem expenses while ensuring compliance with Tribal policies and procedures. Maintain records and schedules for External Affairs department vehicle usage and maintenance, coordinating with the Tribe’s Operations Department to ensure timely maintenance and operational readiness. Level III - Performs all duties of Level I and II, plus: Establish and maintain the Project Management Office (PMO) framework, policies, and procedures to support effective project governance and delivery across External Affairs. This includes developing PMO standards, methodologies, tools, and best practices for project management. Continuously assess and improve PMO processes to enhance efficiency, consistency, and quality across grant-funded projects. Provide guidance and support to project teams utilizing PMO resources and adhering to established practices. Collaborate with External Affairs grant managers to align PMO objectives with organizational goals and strategic initiatives. ADDITIONAL DUTIES: Conduct research, undertake due diligence efforts, and prepare reports. Undertake special projects and assignments as directed by the External Affairs Administrative Manager. The Tribe values its commitment to community service and the well-being of its members. In recognition of this, each employee may be expected to perform duties from time to time which may not be related to their regular responsibilities. Other duties as assigned. Requirements:

Demonstrated organizational, prioritization, and time management skills. Demonstrated ability to balance multiple assignments and responsibilities through planning, teamwork, and collaboration with stakeholders. Strong attention to detail and ability to produce accurate work output. Ability to perform multiple tasks accurately and efficiently under time constraints. Ability to work both independently and cooperatively within a team environment. Excellent verbal and written communication skills. Comfortable learning new technology and working in an environment of continuous improvement. Demonstrated critical thinking, problem-solving, and sound judgement skills with minimal supervision. Ability to effectively present information and respond to questions from groups, including the public. Ability to identify alternative solutions and recommend process improvements to enhance departmental effectiveness. Ability to adapt to change and apply creativity and initiative in carrying out assigned duties and responsibilities. Ability to exercise professional judgment and maintain confidentiality. Word processing skills with speed and accuracy. Experience using Outlook Calendar and other scheduling platforms. Experience using online meeting platforms such as Zoom and Teams. Knowledge of computer chart, graph, and table formatting. Demonstrated intermediate-level technical skills using Microsoft Office, Excel, and SharePoint are required. EDUCATION & EXPERIENCE: Education: Level I - High School diploma or equivalent is required. Associate’s degree in business or a related field is strongly preferred. Level II – Bachelor’s degree in business or a related field is required, or an equivalent combination of education and experience demonstrating the ability to successfully perform the duties of the position. Level III – Must possess the educational requirements of level I and II; and: Project Management Professional (PMP) certification is strongly preferred. Experience: Level I - Minimum of three (3) years of progressively responsible administrative experience is required. Minimum of three (3) years of experience preparing financial spreadsheets, tracking expenditures, and maintaining related records is required. Minimum of three (3) years of experience preparing, organizing, and tracking contracts, purchases, agreements, proposals, reports, resolutions, access equipment, and related materials is required. Minimum of three (3) years of experience with schedule coordination, recordkeeping, and expense and report processing tasks is required. Experience supporting federal and state grants, including budget tracking, procurement coordination, and related administrative tasks is strongly preferred Background in environment-related fields is strongly preferred. Working knowledge of Tribal sovereignty and jurisdictional issues strongly preferred. Experience working with or for a Tribal government is strongly preferred. Level II – Requires the experience of level I; plus: Minimum of five (5) years of progressively responsible administrative experience is required. Experience supporting federal and state grants, including budget tracking, reporting, procurement coordination, and related administrative tasks is required. Experience coordinating travel, schedules, meetings, vehicle usage, logistics, and administrative processes is required. Working knowledge of Tribal sovereignty and jurisdictional issues strongly preferred. Experience working with or for Tribal government strongly preferred. Level III – Requires the experience of level I & II; plus: Minimum of seven (7) years of progressively responsible administrative experience is required. Experience coordinating multiple projects, timelines, records, reports, contracts, and related materials across departments or teams is required. Demonstrated ability to support process improvement initiatives, organizational planning efforts, and cross-functional coordination with minimal supervision is required. Experience developing, coordinating, improving, or maintaining administrative, operational, or project management processes and procedures is required. Working knowledge of Tribal sovereignty and jurisdictional issues is required. Background in environment-related fields is strongly preferred. Certifications/Licenses: Must possess and maintain a valid Washington State driver’s license. Valid notary public license is preferred, or ability to obtain within two months of hire date Other Requirements: Must be able to pass a thorough pre-employment background investigation. Must agree to be subject to the Tribe's Controlled Substance and Alcohol Testing Policy to include pre-employment screening. Additional Information: Hourly compensation will be determined based on experience between $31.56 - $34.72 per hour This position is a regular full-time position and employment is at will. Location: Snoqualmie, WA Benefits: First of the month following date of hire - competitive medical, dental, vision, life, and disability insurance benefits for all regular full-time employees. After 90 days - 401k retirement plan with employer matching contributions up to 4%. Paid Holidays - Up to 18 paid holidays are offered every calendar year, which includes the workdays between Christmas Eve and New Year’s Day. Paid Time Off – Employees accrue 12+ days sick and vacation leave respectively. Increases based on years of service. Additional Perks: Additional time off opportunities available including bereavement, military, parental and jury duty. Childcare subsidy for children enrolled full-time in the Snoqualmie Tribe Child Development Center. Employee discounts at Snoqualmie Casino (tickets/events, gift shop and restaurants), Salish Lodge & Spa (rooms, spa & dining) and Crescent Market (gas discount card). Third party perks include movie tickets, theme parks, shows and attractions & more. Employee assistance plans.