Executive Assistant - FIN

Starting Wage Range: $32.74/hr. - $42.16/hr.

Job Summary:

Assists in organizing and managing the administrative, accounting and functions of the Finance Division. Resource person for Tribal financial policies and procedures; assists with the coordination of information between the Finance Office, Executive Office Tribal Attorneys’ office, Public Affairs Office and all other Tribal entities.

Essential Functions:

• Coordinates and performs administrative functions of the Finance Office.
• Analyzes procedures and workflow and recommends improvements.
• Analyzes and develops methods of improving administrative work measurements and/or performance standards.
• Interprets Tribal ordinances and operating policies for Finance Office.
• Prepares policy memoranda outlining and explaining procedures and policies and monitors compliance.
• Prepares activity reports for management.
• Organizes special projects with Finance or with the Executive Team, Tribal Council or other Tribal entities.
• Works with senior management to develop policies and procedures as related to financial issues.
• Composes Resolutions for the Tribal Council on behalf of the Finance Office.
• Prepares, reviews, and revises Tribal Ordinances associated with financial issues.
• Prepares and presents requests for action or information to appropriate managers, and monitors responses.
• Independently responds to inquiries, concerns and complaints effectively and efficiently.
• Prepares confidential correspondence, reports and other documents.
• Coordinates planning for on and off-site department meetings.
• Assists in determining the eligibility of Tribal Members as related to their receipt of the Member Benefit (Timber) and Per Capita distributions, as defined in the Member Benefit and Tribal Debt Collection Ordinances.
• Receives debtors list from Managers and Directors of Tribal programs, commissions, committees, enterprises or any other arm of Tribal government.
• Develops notices to debtors and ensures accurate information is sent to each debtor.
• Receives requests for Administrative Review, presents to Finance Officer and ensures compliance with the Member Benefit and Tribal Debt Collection Ordinances.
• Develops list of debtors and amounts to be deducted from the Member Benefit and Per Capita payments and submits to appropriate staff prior to the Member Benefit and Per Capita distribution dates.
• Processes and tracks invoices.
• Maintains comprehensive database.
• May supervise on-call or temporary administrative staff as needed.
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses:

• Requires two (2) years college or equivalent in Accounting or Business Management/ Administration or closely related field and five (5) years’ experience working for multiple managers.
• OR equivalent combination of education, training and experience.

Driving Requirements:

• This position may require driving.

Qualifications, Registrations, and Certifications:

• Proven ability to work independently and under pressure with little or no supervision.
• Must have excellent interpersonal skills.
• Ability to coordinate information between Finance Office, Tribal Council and other Tribal entities and outside entities on behalf of Finance Office.
• Demonstrated working knowledge of computer software such as Excel, Word and related spreadsheet and database programs.
• Must have excellent oral and written communication skills.
• Must maintain confidentiality at all times.
• Must possess strong organizational skills
• Knowledge of or ability to quickly obtain knowledge of, Tribal financial policies and procedures.
• Adaptability to performing a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
• Ability to work with disgruntled people in an effective manner.
• Ability to operate standard office equipment (e.g. copier, fax machine, personal computer).
• Knowledge of and sensitivity to Native American culture is required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

• Supports a safe work environment by performing all duties in accordance with Tribal safety policies and procedures, and Emergency Management Plan.

• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• May be called upon to serve as a Disaster Reservist during emergencies.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.