P. O. Box 1976
Havasu Lake, CA 92363
Tribal Employment Rights Office (TERO): Phone (760) 858-5100
INDIAN PREFERENCE POLICY: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (Title 25, USC, Section 472).
TERO 01/05/15
32999/32508) ADMINISTRATION EXECUTIVE SECRETARY
STATUS: Permanent/Full Time/ Non-Exempt
DEPARTMENT: Administration
REPORTS TO: Administrator
SALARY: $12.00/DOE
BUDGET: 100-60060
Responsible for supporting Executive Committee and Management. Provides administrative support and performs numerous duties, including scheduling, taking dictation, composing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
Primary Duties and Responsibilities:
· Provide administrative and clerical support for the Executive Committee and the Tribal Administrator.
· Schedule meetings and maintain appointment calendar
· Schedule and prepare agenda for meetings
· Prepare confidential and sensitive documents.
· Determine matters of top priority and handle accordingly.
· Receive and relay telephone messages.
· Heavy typing
· Take dictation
· Maintain hard copy and electronic filing system.
· Arrange for outgoing mail and packages to be delivered/picked up to/from post office and Landing.
· Cross train with the Secretary/Receptionist position to cover in employee absence
· Develop and distribute Yearly Department calendar.
· Record employee leave requests on calendar and update white board daily.
· Conduct Tribal Council phone polls as directed.
· Type and distribute and file Tribal Council Minutes
· Coordinate Newsletter development and distribution
· Act as point of contact for requests for telephone service/repair.
· Issue and maintain a record of all Western Alarm codes.
· Coordinate all IT issues with IT Director
· Work with IT to organize Department and Administration updates to the Tribal Website
· Maintain and purchase office supplies/break room supplies for Administration
· Maintain office machine supplies and act of point of contact for repair.
· Coordinate, track and process travel related requests for Council, Executives, and Departments
· Coordinate administration vehicle usage
· Coordinate with Tribal Planner power outages and ferry boat schedule during inclement weather
· Assist in event planning
· Other duties as assigned
Qualifications:
· Possess at least 5 years of clerical experience.
· AA degree in Business or related field preferred.
· Typing – 90 wpm
· Shorthand or speedwriting
· Ability to compose memos and letters.
· Computer Skills (Microsoft Word, Excel, Publisher)
· Possess a pleasant and courteous disposition
· Able to perform duties with limited supervision
· Verbal and written command of the English language
· Able to meet short deadlines and work on multiple projects at one time
· Strong Organizational skills
Other Requirements:
· Pass pre-employment Drug screen
· Comply with Drug-Free Workplace Policy
· Ability to work occasional weekends.
· Possess a valid Drivers License