POSITION SUMMARY:

The Secretary, under the direct supervision of the Elder Services Division Director will perform a variety of complex, responsible, and confidential administrative duties and supportive services to the Division Director. The Secretary will assist with the daily operation of the department using knowledge of tribal, governmental, enterprise policies and procedures, systems, departments, personnel policy, membership services and internal services. The Secretary is responsible for creating and implementing menus with the cooks and supervises cooks, kitchen aides and volunteers at the meal site. This position is responsible for food ordering and kitchen preparation. This position is responsible for ensuring meal site complies and follows ServSafe Guidelines. This position also requires the ability to work independently, exercising sound judgment and personal initiative.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Assists in overseeing day-to-day operations of elder meal sites, recreation, and the Elder Health Fund.
• Assists the Eldercare Services Division Director in developing and implementing projects and annual events.
• Prepares materials for division policies and practices; assists in presentation of data; develops, assembles and maintains project, training, and reference materials.
• Collects data regarding Aging Programs.
• Assists in interpreting and analyzing collected data.
• Tracks and monitor projects and assists with follow-up from Board of Directors and Eldercare Services Division Director.
• Acts as liaison for elders in the coordination, implementation, and provision of services.
• Relays concerns, issues, and recommendations for resolution.
• Greets public in a professional and courteous manner and assists elders to receive requested information and services.
• Facilitates access to all Tribal Health services through advocacy, interpretation, and knowledge of existing community resources. 
• Provides general assistance and customer service for the Eldercare Services Division Director.
• Oversees day-to-day administrative services.
• Enters Kronos and compiles a bi-weekly presentation to the Eldercare Services Division Director.
• Copies and assembles prepared minutes and provides sign in sheets for monthly Elder meetings. 
• Tracks appointments and resignations for the Elder Advisory Committee and Area Subcommittees.
• Coordinates food purchases, monitors food expenditures, and completes monthly food cost analysis.
• Establishes and enforces nutrition and sanitation standards for meal preparation.
• Creates menus that meet the 1/3 nutritional requirement for grant purposes.
• Completes billing of contracts for the Elder Health Fund and Home Care Services.

ADDITIONAL RESPONSIBILITIES:

• Maintains office equipment and supply inventory.
• Performs record keeping and other assigned clerical tasks including answering phones, maintaining employee information. i.e., trainings, certifications, filing etc.
• Responsible for office operations in the absence of Eldercare Services Division Director.
• Assists with preparation of monthly reports and billings in a neat and accurate form.
• Must be able to oversee goals and objectives for administrative support staff.
• Monitors established timelines and determines priorities to ensure completion of all activities they are responsible for.
• Upholds high standard of professionalism in work related activities, using tact and diplomacy.
• Responsible for the security and confidentiality of work-related materials and work-related communications.
• All other job-related duties as assigned.

CONTACTS:

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, Executives, Board of Directors, customers and outside vendors/service providers.

PHYSICAL REQUIREMENTS:

Position medium with lifting of 50 pounds maximum, with frequent lifting/carrying up to 25 pounds. Physical factors include constant use of hearing, smell, near/midrange/far vision, depth perception, color/field of vision and typing; frequent standing, walking, sitting, carrying/lifting, pushing/pulling, reaching, driving and bending and occasional climbing, stooping, kneeling, crawling and manual handling. Working conditions include constant exposure to noise; frequent exposure to weather, extreme heat/cold and occasional exposure to wet/humidity. Potential hazards include constant client contact; frequent exposure to chemicals and computer use and occasional exposure to moving mechanical parts and medical equipment/equipment use. 

REQUIREMENTS:

Education: High School diploma or equivalent required. Associates Degree in Human Services, Social Work, Public Administration, Nursing, Nutrition, Political Science, Sociology, Psychology, and Teaching or field working with people preferred.

Experience: Minimum of 5 years of office experience required. Previous cooking experience required.

Certification/License: ServSafe Certification preferred. Will be required to undergo and successfully pass a background check. Must have a valid driver's license and be insurable by the Sault Tribe Insurance Department. Must comply with annual driver's license review and insurability standards with the Sault Tribe Insurance Department. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills and Abilities: Must be able to use or have knowledge of Microsoft Word and Excel. Must be able to operate general office equipment: facsimile, copier, computer and adding machine. Must maintain privacy and confidentiality. Native American Preferred.