Ketchikan Indian Community

KIC Tribal Council Clerk Job Description

KETCHIKAN INDIAN COMMUNITY JOB DESCRIPTION

Position: / Tribal Council Assistant / Reviewed by:
Department: / Administration / Supervisor / 01/07
Reports to: / Tribal Council Executive Assistant / HR Director / 01/07
Status: / o Exempt / þ Non-exempt / Approved by:
Full-Time, Permanent / General Manager / 01/07
Indian Preference: In accordance with the Indian Preference Act of 1934, application for the position must include verification of Indian blood.

Purpose:

Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Job Summary:

The Tribal Council Assistant will provide confidential secretarial and clerical support to the KIC Tribal Council Executive Assistant. Some duties may require considerable independence within established guidelines and policies under the general supervision of the Executive Assistant or designee.

Incumbent will perform tasks including copying and routing mail to the appropriate council member, copying agenda items and preparation of Tribal Council packets for meetings. Assist with filing. Assist with travel arrangements such as reservations. Assist in setting up, attending, taking minutes, and clean up after Tribal Council meetings which will mean that this person will have varied working hours. Incumbent will also be responsible for performing administrative office support work which involves a variety of complex work procedures. Incumbent will assist with finance duties as needed.

Essential Job Functions:

PREPARES INVOICES OR TRAVEL ARRANGEMENTS BY

Ø  Calculating special charges;

Ø  Making necessary cuts;

Ø  Attaching vendor credit memos and claims;

Ø  Forwarding to Finance for payment process.

Ø  Assist with travel arrangements using on-line reservations

Ø  Secure hotel and car rental when needed

ASSISTS FINANCE STAFF BY

Ø  Performing various data entry assignments;

Ø  Assisting with document filing;

Ø  Performing research as requested.

CONTRIBUTES TO TEAM EFFORT BY

Ø  Accomplishing related results as needed.

Additional Job Duties

Perform other related duties as directed by supervisor

Ø  Entering/typing data from source materials or recordings;

Ø  Entering/retyping edited data;

Ø  Operating a copy or fax machine;

Ø  Filing documents.

Knowledge, Skills, and Abilities

Ø  Knowledge of office methods, procedures, practices and equipment;

Ø  Knowledge of basic office skills including typing, and filing;

Ø  Knowledge of basic accounting duties as related to purchasing and travel;

Ø  Knowledge of basic computer application and spreadsheet programs;

Ø  Skilled in office organization on minor to medium complexity tasks;

Ø  Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both clients and co-workers).

Ø  Ability to communicate professionally over the phone and in person in a positive and clear manner.

Ø  Ability to learn to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;

Ø  Ability to work independently or with minimal supervision and to prioritize assignments;

Ø  Ability to be flexible in order to perform at the highest level as a team player;

Ø  Ability to take verbal instruction and complete assigned project by established deadline;

Ø  Ability to take directions from supervisor and/or designee;

Ø  Ability to maintain confidentiality of all KIC operations and staff.

Physical Activities Include:

Must be able to hear. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to use hands to finger, handle, or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to forty (40) pounds. Writing by hand and using a personal computer. Long hours in front of computer screen.

Licenses: Valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.

Education and Experience:

High school diploma or GED. Must have basic knowledge of accounting principles and six months computer data entry experience required.

Working Conditions

Work is performed in a small office with limited storage, filing and workspace. People asking questions/directions frequently interrupt incumbent. Some work is performed in conference rooms and at photocopy/fax machine. Must be able to perform duties until Tribal Council meetings are complete and remain to clean Board Room.

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