What are the responsibilities and job description for the Administrative Assistant - Tribal Council position at Pokagon Band of Potawatomi?
Commitment to Citizen Service
Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.
Position Summary: Provide administrative support to the Executive Secretary of the Tribal Council, while maintaining decorum and confidentiality when working with clients.
Essential Functions:
- Maintain complete confidentiality of all files and records of Council/Committee business. Follow Freedom of Information Act (FOIA) guidelines as it pertains to obtaining written consent from the Executive Secretary prior to releasing records outside of the Tribal Council office.
- Support daily operations of the Executive Secretary to include general office tasks and reception duties.
- Maintain departmental administrative confidential filing system including the control of files for meeting minutes, reports, correspondence, etc.
- Coordinate departmental inventory and order office and kitchen supplies per written policy.
- Prepare and track accounts payable requests and other check requests.
- Track and route incoming Council/Committee mail according to internal policies and procedures.
- Prepare tickets for concert drawings, distribute the tickets, and contact the appropriate winners.
- Manage calendar and reservations for legal/Tribal Council area conference room
- Prepare and set up for Tribal Council meetings as needed including set up for meals
- Will be required to work second Saturday of every month for tribal citizens meeting
- Will be required to work Annual Meeting and quarterly Meeting
- Manage and coordinate travel needs for BCCC’s including Tribal Council and PGA as needed
- Collecting and posting of BCCC agendas including Tribal Council and PGA
Non-Essential Functions:
- Perform other related functions as assigned.
Equipment:
- Standard office equipment.
- Systems used: MS Office Applications, and Internet.
Position Requirements:
- High School Diploma or GED is required.
- Minimum one (1) year of prior administrative support work experience.
- Proficiency with Microsoft Office applications.
- Highly organized and capable of handling a number of sensitive and important tasks simultaneously and confidentially.
- Excellent communication and interpersonal skills.
- Ability to deal with various personalities while maintaining a professional demeanor at all times.
- Ability to work occasional nights and weekends.
Indian Preference
- Pokagon Band Preference Code applies.
Physical Requirements :
- Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
- Frequently required to use hands and fingers to operate equipment.
- Frequently required to talk and hear.
- Frequently required to lift up to 25 pounds.
Work Environment:
- General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
Competencies:
- Relationship Building
- Continuous Learning
- Achievement Orientation
- Teamwork
- Exemplifying Integrity
