Executive Assistant - Big Elk Development

Job Description

Job Description

SUMMARY : The Executive Assistant acts as a bridge between the board of directors and the Executive Director, and is responsible for managing the Executive Director's schedule and communication. As the primary point of contact, the Executive Director is to be informed of all reports. The Executive Assistant is also in charge of organizing executive outreach and overseeing special projects and tasks.

ESSENTIAL DUTIES and / or RESPONSIBILITIES include the following :

• Develops and implements the Tribe's comprehensive Facility Management Program, including the basic Programs for repair and upkeep.
• Develops an ongoing preventative Maintenance Program for buildings, structures, grounds and roads in conjunction with Tribal and Maintenance staff.
• Initiates action as needed for proper and efficient utilization and maintenance of property.
• Regularly studies or inspects equipment in use or in storage to determine whether the property could be otherwise more beneficially used.
• Develops Department policies and procedures, interprets established policies and provides technical advice on all aspects of the Tribe's Facility Management Program, including, but not limited to operation, maintenance, repair and upkeep of buildings, structures, roads and grounds.
• Provides guidance to subordinate staff in improvising, and adapting programs to conform to specific requirements based on Tribal circumstances such as the limitations of funds, facilitates and other staff support.
• Plans and assigns work to subordinates, setting priorities and preparing schedules for completion of work.
• Gives advice, counsel or instruction to individual employees on both work and Administrative matters.
• Insures that employees are kept informed on all matters with respect to their employment.
• Interviews candidates for positions in the Department, making recommendations for appointment, promotion or reassignment.
• Evaluates the performance of subordinates.
• Establishes and revises job descriptions of employees insuring that the most effective and economical use of personnel resources.
• Hears and resolves employee complaints. Effects minor disciplinary measures such as warnings and reprimands. Recommends action in more serious cases.
• Identifies the training needs of employees and sees that training is provided.
• Develops the Facility Management Program's budget requests for short and long term planning purposes.
• Prepares, or sees to the preparation of statements justifying and supporting funding requests. Performs in-depth, rigorous analysis of budget requirements. Compiles cost figures. Analyzes the effect of cost changes.
• Oversees the budget Administration functions in the execution of the annual budget for the Facility Management Office.
• Monitors the use of expenditure of budgeted funds. Analyses productivity, workload and Program accomplishments. Evaluates the effect of cost and Program changes on the budget execution process.
• Initiates and reviews all procurement actions. Develops and recommends standards for materials and supplies used in Roads and Facilities Management.
• Reviews, analyzes and evaluates cost of maintenance and operations and implements reporting systems to insure compilation of adequate data to merit analysis and evaluation of Program allocations.
• Required to operate Government Vehicles and equipment as a part of the job.
• Prepares agency plans for the backlog reports which include, but are not limited to, Minor Improvement and Repair and Facilities and Roads Improvement and Repair projects.
• Makes emergency purchase of repair services or parts for equipment when the equipment is needed immediately for the efficient operation of a Program or project.
• Insures overall compliance with recurring reports requirements and coordinates research, extraction and compilation of statistical and / or other pertinent material from reports, reviews, files, logs, data processing or other sources to prepare final reports and recommendations (written or oral) on information gathered for one-of-a-kind and special reports.
• Ensures compliance with the Tribes Procurement policies and all related Purchasing Regulations.
• Monitors the acquisition and disposal of all supplies and equipment for the department.
• Keeps currently informed as to procurement regulations and instructions issued by the Tribe.
• Consults with the Program and Technical personnel to determine maintenance needs, prepare estimates for both immediate and long range use.
• Conducts physical inventories as required. Sees that all equipment is properly marked and identified promptly on original acquisition and that Tribal marking is removed on disposal.
• Sees that all property theft cases are reported to Quality Assurance and Law Enforcement.
• Develops preliminary plans and outlines specifications required for projects to be accomplished by contract or force account and estimates quantities and cost of materials for same.
• Coordinates, Maintains, and initiates Maintenance / Service Agreements for the Facilities Department.
• Directs and coordinates activities of workers engaged in repair, maintenance, and installation of machines, tools and equipment, and in maintenance of buildings, grounds, or other establishments.
• Reviews job orders to determine work priorities. Schedules repair, maintenance, and installation of machines, tools, and equipment to ensure continuous production operations.
• Reviews production, quality control, and maintenance reports and statistics to plan and modify maintenance activities.
• Plans, develops, and implements new methods and procedures designed to improve operations, minimize operating costs, and effect greater utilization of labor and materials.
• Reviews new product plans and discusses equipment needs and modifications.
• Directs training and indoctrination of workers to improve work performance and acquaint workers with company policies and procedures.
• Confers with Management, Engineering, and Quality Control personnel to resolve maintenance problems and recommend measures to improve operations and conditions of machines and equipment.
• Maintains time and production records.
• Must be able to work varying shifts, weekends, and holidays.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE :

CERTIFICATES, LICENSES, and / or REGISTRATIONS :

KNOWLEDGE, SKILLS, and / or ABILITIES :

Must pass background check and pre-employment drug screen.

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