Council Assistant

Job Description

Job Description

Job Summary:

The Council Assistant is primarily responsible for supporting the Tribal Chairperson and the Tribal Council with performing complex secretarial duties and general office duties, including, but not limited to: preparing resolutions, filing paperwork, copying documents, typing correspondences and agendas, coordinating calendars, taking minutes at meetings as directed, and other clerical and administrative functions as assigned.  The position requires excellent communication skills, customer services skills, professionalism, and the ability to work as an integral member of the team.  Applicants must be detailed oriented and able to multi-task various time-sensitive projects.

Duties:

1. Receive phone calls pleasantly and direct them to the appropriate person.
2. Respond to general inquiries concerning the Moapa Band of Paiutes.
3. Performs complex duties as a confidential assistant to the Tribal Chairperson.
4. Compose correspondence independently on a variety of matters, compile and type various letters, reports, and other data as directed.
5. Prepare, format, edit and proofread written materials, transcribe memos and reports as requested.
6. Coordinate communications information; obtain, interpret and provide information to staff, organizations and others concerning office functions.
7. Maintain the Tribal Chairperson's calendar, confidential files and official records.
8. Maintain office files according to the established filing system, keeping all files in an orderly manner.
9. Coordinate travel arrangements & reimbursements according to the Tribe’s travel policy.
10. Disseminate information to various agencies, media, and others as assigned.
11. Coordinate office correspondence.
12. Arrange internal meetings, conference calls, per the Chairperson’s directive.
13. Prepare meeting materials and supporting documents such as the Agenda, Resolutions, Minutes, and Agenda item attachments.
14. Assist other administrative support staff and may provide supervision to other support staff.
15. Assist in assuming responsibilities of other administrative staff when absent.
16. Assist in filling and archiving of confidential information for the Tribal Chairperson.
17. Attend all Tribal Council Meetings and General Meetings of the Band.
18. Demonstrate time management, accuracy, and timely completion of assigned tasks.
19. Support other team members, as required.
20. Other duties, as assigned.
    Requirements:
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      Must be over 18 years of age.
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      Must possess a High School Diploma or GED; an associate or bachelor’s degree preferred.
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      Prefer at least two (2)-years of office work experience.
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      At least one (1)-year previous experience as a File Clerk/Receptionist required.
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      Thorough knowledge of computer programs: Word, Excel, PowerPoint, Publisher, Outlook, Internet programs and applications.’
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      Must be willing to be flexible in working outside of regular business hours.
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      Willing to work in person is preferred.
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      Must be able to maintain complete confidentiality
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      Must be dependable.
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      Must demonstrate friendly, service oriented and responsible attitude.
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      Must have the ability to establish and maintain effective work relationships.
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      Must be able to communicate effectively both orally and in writing and be able to understand and follow direction.
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      Must be detail oriented and have great organizational skills.
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      Must be able to prioritize projects, perform tasks in a time sensitive, hi-volume environment, and take direction from many individuals.
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      Prefer experience coordinating Non-Profit Special Events.
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      Inventory experience and one-year public relations and printing experience preferred.
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      Must have the ability to multi-task projects and assignments.
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      Must be able to follow verbal and written instructions of supervisor.
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      Must be able to analyze situations accurately and adopt an effective course of action.
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      Must be able to work independently with little direction.
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      Must have the ability to exercise good judgment.
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      Must be flexible and willing to quickly respond to the needs of the team.
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      Must be a team player.
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      Must be culturally sensitive.
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      Must possess a valid Driver License.
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      Must be insurable through tribal insurance.
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      Must pass a pre-employment background check.
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      Must pass a pre-employment alcohol/drug screening.