Administrative Assistant

POSITION DESCRIPTION
Position Title Administrative Assistant
Department Gaming Commission
Reports To Executive Director

Classification Status Probationary Period
Full-Time Non-Exempt Required

Summary of Responsibilities

The Administrative Assistant shall serve as the assistant to the Shawnee Tribe Gaming Commission and perform a variety of administrative tasks to aid and contribute to the efficiency of the Commission. To be successful in this role, you must have the ability to interact with staff (at all levels) and vendors in a demanding environment, be well organized, have excellent time management skills and be able to act at times without guidance. You must be flexible, proactive, resourceful, and efficient. The position will answer and route phone calls, prioritize and schedule meetings, provide support services, report writing, data gathering and tracking and assist the Gaming Commission with day-to-day administrative functions.
Must have the ability to demonstrate a high level of professionalism and maintain the upmost of confidentiality.

Essential Duties & Responsibilities:

• Schedule meetings for the Gaming Commission, take meeting notes, prepare agendas, and communicate follow-up or action items to staff.
• Answer inquires, questions, and correspondence regarding departmental matters.
• Respond to calls, emails, and other communications for all assigned Gaming Commission matters.
• Work collaboratively with Executive Director, finance, human resources, and staff to meet administrative policy and other needs of the Shawnee Tribe
• Order, purchase, track, and inventory office supplies as required.
• Performs related work as required in the interest of the Shawnee Tribe and Business Council.
• Create spreadsheets, manage databases, compose/prepare presentations, reports, and documents.
• Arrange travel, schedule reservations and complete expense reports.
• Provide support by creating and maintaining physical and electronic files, scanning and uploading documents, preparing check requests and distributing documents for recording in county land records.
• Provide support for projects by preparing documents for approval, monitoring data, and procuring permits.
• Assists visitors of the Gaming Commission by providing information and/or directing to appropriate staff member.
• Excellent verbal, written, communication and overall people skills are necessary to perform tasks related to this position.
• Attend Tribal Council meetings as required.
• Performs related work as required in the interest of the Shawnee Tribe and Tribal Council.
• Travel as necessary to meet the needs and demands of the Tribe.
• May be assigned other duties and responsibility as necessary for administration or Tribal needs.

Required Qualifications:

• Tribal Government knowledge, or related experience.
• Strong computer skills including Microsoft Office, Excel, Word, and PowerPoint.
• Experience managing budgets.
• Experience preparing correspondence, reports, and presentations.
• Demonstrated experience effectively managing confidential and sensitive information.
• Experience assisting in planning and coordinating conferences, events, and workshops.
• Possess a high school diploma or G.E.D.
• Experience creating, implementing, and interpreting polices.
• Must possess a valid Oklahoma driver’s license with a safe driving record and be insurable.

Preferred Qualifications:

• A degree or certification in business administration or related field.
• Experience collaborating with Indigenous peoples, Native American Tribes, or Native American

Communities.

• Skilled in maintaining a high level of discipline and morale throughout the Tribe.
• Ability to read, write, speak, and understand English, and communicate effectively with others.
• Ability to communicate, provide, and follow written and verbal direction.
• High levels of attention to detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Ability to exercise independent and sound judgment.
• Ability to work flexible hours and days as necessary to meet the needs and demands of the Tribe.
• Bilingual abilities are a plus.

PHYSICAL REQUIREMENTs

• Sitting or standing or walking for extended period; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking, hearing and visual acuity.
• Frequent lifting (up to 25 lbs.)
• Occasional lifting (up to 25 lbs.)

Additional Requirements:

• Successfully pass pre-employment Drug Screen and adhere to a Random Drug Screen policy.
• Possess a valid Driver’s License and have proof of Liability Insurance.
• Maintain any training and credential requirements as per policy and procedure.
• Successfully pass Criminal Background Checks.

The following may disqualify any applicant from consideration:

• Any felony conviction.
• Any domestic violence violations, convictions, or restraints.
• Any violations, convictions, or restraints for actions made against children or vulnerable adults.
• Any false, untrue statements or material omissions in the application and related paperwork or during the selection process.

American Indian Employment Preference and Commitment:

The Shawnee Tribe practices American Indian Employment Preference. Shawnee citizens shall have a unique legal right that entitles them to first consideration at all employment, training, contracting, subcontracting, and business opportunities that exist within the tribe. Should two applicants have equal considerations, the Shawnee citizen will receive the preferential employment opportunity.

Acknowledgment:

This job description is not an exhaustive list of duties. The Chief and Tribal Business Council reserve the right to alter job duties or responsibilities at any time as needed. This job description does not constitute a written or implied contract of employment. Employment in this position is at will, which means that employment may be terminated at any time by the employer or employee without cause or notice.

Privacy Act:

The Commission must comply with all requirements and provisions of Subpart D, of 43CFR, Part 2, which implements the Privacy Act (5 USC 552a) (i)(l).

Job Type: Full-time

Pay: From $41,600.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Are you a member of any other federally recognized tribe?

If yes, please designate:

• Are you claiming Shawnee Tribal affiliation? Yes or No

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 3 years (Preferred)

Work Location: In person

Salary : $41,600