Tribal Administrator

Job Description

Job Description

Position:                             Tribal Administrator

Department:                      Administration

Reports to:                         Executive Committee

Classification:                    Exempt                                                                                                                                                                                                                         

POSITION SUMMARY:

Under the direction of the Executive Committee, the incumbent manages the day-to-day operation of the Administration Department and executes Executive Committee’s approved programs, services, and projects in collaboration with Department Directors and other key personnel.  The incumbent develops and implements administrative policies and procedures; prepares resolutions, contracts, agreements, and reports; coordinates resources; and collaborates with departments, Colusa Casino Resort and Tribe’s other business entities. The individual ensures compliance with Tribal, local, Federal and State laws and regulations, creates work-plans, tracks and reports on all Tribal projects, prepares oral and written reports for the Executive Committee and various Tribal committees (e.g., Housing, Public Safety, Economic Development Corp (EDC)), and manages the grant applications and administration.

This is a leadership position involving strategic planning (short and long-term goals and objectives), monitoring industry trends and developments to anticipate future challenges and opportunities that affect the Tribal community and business interests, building and nurturing relationships within the Tribal community and outside partners—the public, local, Federal, State, investors, and clients. 

The incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties may include but not limited to the following:

• Works with the Executive Committee and Department Directors to regularly review all ordinances, policies and procedures, contracts and agreements, to ensure compliance and assess overall operational efficiency and cost-effectiveness.
• Works with the Executive Committee to address and resolves Tribal members’ needs and concerns.
• Provides regular reports to the Executive Committee concerning the status of all projects of the various programs and activities. The report shall include performance measures, status of project schedule and milestones, and expenditures as they relate to contract agreements and grant administration. Acts as a liaison for projects between the Tribe’s General Government, the Colusa Casino Resort, and Tribe’s other business entities under EDC.
• Prepares ordinances, resolutions, contracts, agreements, budget, reports and other supporting documents as required and needed.
• Ensures compliance with all Tribal, local, Federal, and State laws and regulations.
• Develops and implements Tribal government’s administrative policies and procedures regarding operation, administration, and financial matters.
• Develops effective communication to disseminate information across the Tribal community, Tribal government, and outside partners.
• Provides administrative and logistical support to the Executive Committee and various Tribal committees (e.g., Public Safety Committee, Housing Committee, Economic Development Corp), which includes preparing agendas, research reports, and minutes, and keeping records of requests. Responsibilities include preparing meeting agendas, minutes, resolutions, ordinances, and agreements, and drafting communication to convey the Committee’s decision to affected departments and key personnel.  
• Supervises and directs administrative staff, including hiring and selection, training and development, performance evaluation, and employee relations. Prepares and implements the Administration Department’s annual budget.
• Under the Executive Committee’s direction, identifies opportunities, initiatives, and potential partners to assist or support Master Planning. Develops and updates Tribal government and community planning profiles.
• Oversees and communicates results of Tribal elections and appointments to various Tribal Committees. Maintains and updates the Tribal Band Member list, voting Tribal member list, Board and Committee member list and terms of office/appointment, and list of deceased Tribal members.
• Monitors project and programs performances against the Executive Committee’s objectives and set timelines and project funding, especially those grant-funded projects and programs.
• Oversees all Federal contract and grant program funding agreements and calculation of indirect cost shortfalls and approval levels of resources are allocation to ensure compliance and completion of projects timely.
• Attends and acts as the Tribal representative on local, state, national meetings, special interest groups, conferences, and workshops, as directed by the Executive Committee. Acts as Tribal representative to all Fee to Trust meetings, including attending consortium meetings and provides oversite to consultants regarding Fee to Trust.
• Establishes and maintain effective working relationship with the Tribal membership, workforce, and external partners.
• Performs other duties commensurate with the functions and level of the position, as assigned or directed by the Executive Committee.

MINIMUM QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.  A combination of education and experience described below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Experience: Minimum six (6) years of progressively responsible senior-level experience in tribal governance/affairs or in a related field, with a proven track record to produce positive results while working collaboratively with Department Directors, local, Federal and State representatives, legal counsel, stakeholders, outside partners, and other key personnel.   Experience in grant management is highly desirable.

Substitution for Experience:  A Bachelor or Master’s Degree in Public Administration, Business Management, or related field may be considered to substitute for experience. 

• Other Requirements:
  • Must be able to possess a valid California Class C driver’s license and be insurable to drive agency vehicle, if needed. Some travel may be required for various training, workshops, meetings and/or conferences.
  • Must have excellent analytical, oral and writing skills, and have working knowledge and understanding of current Tribal, federal, state, and local laws and regulations.
  • Must be able to effectively make public presentations when required.
  • Pass pre-employment drug screen and background check.
  • Comply with the Drug-Free Workplace Policy and Confidentiality Policy.
  • The Executive Committee retains the discretion to waive certain qualifications and requirements based on an evaluation of experience and background of the individual applicant.

SUPERVISORIAL DUTIES:
Responsibilities include directing and planning administrative staff’s work.  Work with the Department of Human Resources on recruitment and selection and personnel matters (e.g., discipline).  Responsible for addressing complaints and resolving problems from Tribal members, employees, as well internal and external partners, vendors and clients. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to establish and maintain effective working relationship with Tribal members and individuals with varying experience and diverse background.
• Working knowledge and understanding of current Tribal, local, state and federal laws and regulations, and ability to apply such knowledge to propose and implement policies and procedures. Must stay on stop of current and future Tribal legislative laws and regulations and trends, to remain competitive and in compliance.
• Ability to work under pressure and adjust to ever-changing goals and priorities.
• Ability to plan and direct complex and multiple work projects, which includes economic development, grant-funded projects, construction management.
• Knowledge of administrative functions such as drafting, implementing and enforcing contracts, ordinances, policies and procedures; planning and tracking multiple programs and projects.
• Strong leadership skills with the ability to inspire and motivate staff.
• Knowledge of grant writing and management, budgeting, cost-control, and financial management in a Tribal community or related field.
• Proficiency in data analysis, project management related to administration and policy and procedure governance.
• Proficiency in Microsoft Office and other management software.
• Excellent verbal, written, and interpersonal communication skills to interact with staff, high level personnel, vendors, clients and key stakeholders.
• Ability to adapt and handle multiple projects; has experience working in a fast moving environment while handling multiple and competing demands.

WORK STYLES AND KEY COMPETENCIES:

• Cultural Competency – Understands the Tribe has cultural laws and responsibilities of its people and is respectful of Tribe’s cultural and traditions.
• Leadership –Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision-making process; makes timely decision in an effort to mitigate issues that may arise.
• Analytical Thinking – Requires analyzing information and uses logic to address work-related issues and problems; understands business implications of recommendations and decisions; uses institutional knowledge and experience; designs work flows and procedures and develops alternative solutions; uses reason even when dealing with emotional topics.
• Cooperation –Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive work environment by putting success of the Tribe above own interests; able to build morale and support’s everyone efforts to succeed for the betterment of the Tribal community.
• Stress Tolerant – Requires accepting criticism and dealing calmly and effectively with high-stress situation.
• Integrity – Treats people with respect and is honest and ethical; keeps commitments and inspires the trust of others; upholds Tribe’s values.
• Adaptability/Flexibility – Is open to change (positive or negative).
• Self-Control – Maintains composure, keeps emotions in check, and reacts well under pressure, even in very difficult or confrontational situations.
• Professionalism – Treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and functions of this position.  While performing the duties of this job, the employee is required to:

• Mobility and Dexterity: Incumbent in this class will be sitting in front of a computer or in meetings for extended periods of time.
• Lifting, Carrying, Pushing and Pulling : Incumbent in this class will occasionally exert up to 10 to 15 pounds to lift, carry, push, pull or otherwise move and objects.
• Vision: Incumbents in this class require to have close visual acuity, with or without corrections, to prepare and analyze data and figures, transcribe, view a computer screen, read, etc.
• Hearing/Talking: Incumbent in this class require to perceive the nature of sounds at normal speaking levels with or without correction and have the ability to receive detailed information through oral Require the employee to express or exchange information or ideas by means of the spoken word.

WORK ENVIRONMENT:

While performing the duties of this job, the incumbent:

• May work on extended hours and some weekends to meet deadlines.
• Must have the ability to work with people from diverse cultures, ethnic and socio-economic backgrounds and possess the knowledge of Native American communities and maintain cultural sensitivity.
• Work in a standard office environment and use standard office equipment, including a computer and office equipment.