What are the responsibilities and job description for the Executive Administrative Assistant (Membership Services) position at Prairie Island Indian Community?
This position will remain open until filled.
SUMMARY:
The Executive Administrative Assistant is to support the administrative functions to the Director of Membership Services; in addition to supporting the department managers as needed. This position will provide administrative support duties including assisting with budget preparation, weekly, monthly and quarterly reports as well as other support functions as directed by the Director of Membership Services. Special emphasis will be general office management to include typing, filing, sorting mail, scheduling and maintaining an accurate records system and assisting with correspondence.
DUTIES AND RESPONSIBLITIES:
The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.
- Receive and review all incoming mail daily.
- Process payment requests.
- Perform record keeping, which may include confidential information.
- Answer phone calls, take messages and maintain the department calendar.
- Establish, maintain and update important files and other office documents.
- Type routine correspondences, forms, requisitions, and proposals, etc.
- Process, review and follow-up with outgoing financial documents such as travel requests, payment requests, requisitions, purchase orders, invoices, and training forms.
- Manage the process of finance paperwork necessary for purchases by following policies and procedures.
- Manage the department financials with the preparation of weekly SEBA reports.
- Order office supplies and maintain office equipment.
- Perform copying tasks and faxing documents for staff when needed
- Schedule and coordinate meetings, events, interviews, and other similar activities as requested by outside agencies.
- Other duties as assigned
QUALIFICATIONS:
Required
- High School Diploma or GED
- Minimum 2 (two) years of current experience in an administrative setting supporting various workgroups.
- Ability to maintain strict standards of confidentiality
- Highly organized w/ the ability to multi-task.
- Proofreading skills
- Excellent written and verbal communication skills
- Strong computer skills and up to date on the latest versions of Microsoft Office (Word, PowerPoint, Excel and Outlook).
- Ability to work independently and effectively with minimal supervision
- Ability to work well within the existing team and government structure
- Sensitive to Native American Culture
- Must pass drug screen (UA) and a criminal background check
- Valid driver’s license and proof of insurability
Preferred
- Certificate in Office Administration
- Associate’s degree in office management or related field
- Experience with various bill/payment programs
PHYSICAL DEMANDS: *
- Must be able to walk, stand or sit for long periods throughout the day
- Must have the ability to lift and carry up to 25 pounds
REQUIRED TRAINING:
- Effectively Handling Harassment training
- Any position-related training as determined by department manager
WORKING ENVIRONMENT:
- Work is performed primarily in an office setting, but may include occasional outdoor activities
DISCLAIMER AND CONDITIONS OF EMPLOYMENT:
All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community
