Executive Secretary - Tribal Council

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: Responsible for performing administrative support functions for the Tribal Council, Elders Council, and assigned Boards, Committees and Commissions; Supervise Tribal Council administrative support staff. 

Essential Functions: 

• Provide the overall supervision, direction, coordination, evaluation, coaching, and development of a staff member.  This includes interviewing, hiring, orienting, and training employees; planning, assigning, and directing work; providing timely feedback, appraising performance, and providing professional development opportunities; and rewarding and disciplining employees.  Proactively address and resolve staff concerns and explore and implement methods and procedures for improving Tribal Council Administration departmental workflow and service to Tribal Citizens.
• Perform highly responsible, professional administrative support for the Tribal Council, Gaming Authority, Boards, Committees and Commissions, as assigned by the Tribal Council. 
• Attend Council, Gaming Authority, and assigned Boards, Committees and Commissions meetings to take dictation and transcribe notes into meeting minutes, correspondence, etc. 
• Distribute and edit resolutions/motions to all departments, Boards, Committees and Commissions. 
• Prepare minutes for placement in monthly and legislative newsletters for Tribal Council and Gaming Authority; record and update laws, ordinances, acts and codes on the website; post meeting agendas on the website for the Tribal Council, Gaming Authority, Boards, Committees and Commissions.
• Prepare and disseminate Tribal Council packets, per requested timeline.
• Responsible for the orderly establishment, maintenance and retrieval of filed information and correspondence on a daily basis to ensure immediate access to file data for execution of Tribal Council and/or Gaming Authority business.
• Prepare reimbursement requests for Tribal Council, Boards, Committees and Commissions expense requests, per diem, travel payments, stipend payments, etc.
• Supervise the management of the Boards, Committees and Commissions rosters.
• Coordinate Tribal Council, Gaming Authority, and Committee calendars including the Pokagon Band meeting and events calendar.
• Secure conference/seminar reservations and travel arrangements for the Tribal Council, Gaming Authority, Boards, Committees and Commissions related business.
• Maintain confidential files for the Tribal Council, Gaming Authority, Boards, Committees and Commissions.
• Read and route Committee mail according to internal policies and procedures.
• Disseminate information to Citizens, as directed by Tribal Council and Gaming Authority.
• Ensure arrangements are made and needs are met prior to meetings, such as necessary materials, audio/visual equipment, coffee, food, etc.
• Order supplies according to internal policy and procedures for Tribal Council and Gaming Authority.
• Maintain confidentiality of Tribal business affairs at all times.
• Approve timesheets for Tribal Council Administrative staff. 
• Reconcile credit card statements for the Executive Secretary and Tribal Chairperson.
• Responsible for approving all accounts payable spend and BCCC stipend payments on a weekly/biweekly basis.
• Collaborate with the Marketing Department for the concert ticket drawings for the Tribal Citizens.

Non-Essential Functions: 

• Perform other related functions as assigned.

Equipment: 

• Standard office equipment.  
• Systems used: MS Office applications, and Internet.

Position Requirements:  

• Minimum of 2-years of college credit in Office Administration, Business Administration, or Computer Information Systems from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation, or the United States Department of Education is required. Additional 2 years of experience in lieu of education may be accepted.
• Minimum of four (4) years of executive secretarial or office management experience. 
• Minimum of one (1) year supervisory experience and/or successful completion of a leadership program.
• Must be a Notary Public or be willing to attain.
• Intermediate proficiency with MS Office applications.
• Excellent communications skills, both oral and written. 
• Maintain high integrity, adherence to confidentiality and professionalism at all times; strong ability to use discretion and make sound judgments.
• Ability to work with various personalities while maintaining a professional demeanor at all times.
• Ability to work independently and accomplish tasks with minimal instruction. 
• Task oriented with an excellent sense of priority, logic and objectivity. 
• Highly organized and capable of handling a number of sensitive and important issues simultaneously. 
• Transcription skills and experience is preferred.

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.
• Flexibility to adjust one’s evening and weekend schedule to attend regular and special Tribal Council, Gaming Authority and/or assigned committee meetings. 

Competencies: 

• Relationship Building
• Results Management
• Fostering Learning and Development
• People Management
• Exemplifying Integrity