EXECUTIVE ASSISTANT

VACANCY ANN#:   STOI- 25-026

TITLE:                          EXECUTIVE ASSISTANT

DEPARTMENT:        TRIBAL BUSINESS COUNCIL

SUPERVISOR:          TRIBAL BUSINESS COUNCIL

LOCATION:                WELLPINIT, WA

STATUS:                     FULL-TIME, NON-EXEMPT

RATE OF PAY:           $24.41 - $30.51 / PER HOUR

OPENING DATE:      MARCH 10, 2025

CLOSING DATE:      MARCH 24, 2025

INTRODUCTION:

The Executive Assistant's objective is to provide administrative, secretarial, and legislative support services to the Spokane Tribal Business Council (“Council”), the governing body of the Spokane Tribe. This individual will assist with the various needs of the five-member Council and is responsible for processing resolutions and maintaining a record of Council meetings, as directed.

Supervises the Administrative Assistant to Council.

MAJOR DUTIES AND RESPONSIBILITIES:

• Execute all administrative functions necessary to assist Council with their daily activities.
• Recording of all Council meetings, as directed.
• Maintain appointment schedules for the Council. This includes screening and prioritizing time. 
• Schedule and organize complex activities such as meetings and travel for conferences. This includes but is not limited to making reservations for hotels, flights, car rentals, registration, etc. 
• Complete proper accounting paperwork for per diem and other related authorization forms
• Responsible for receiving and processing all tribal resolutions and maintaining a filing system for historical record.
• Sort and distribute Council mail and forward information to programs as required.
• Develop and maintain knowledge of the legislative procedures and processes at all levels of government (tribal, federal, state, and local) and the relationships between those levels of government.
• Develop, maintain, and track multiple budgets as required. Ensure department bills are paid in a timely manner. Prepare vouchers and purchase orders accordingly. Submit bi-weekly timesheets for Council.
• Assist executive staff and programs with communications to Council in order to carry out the day-to-day operations of the Tribe .
• Assist Council with the fiscal year distribution of charitable funds generated from gaming revenue, as required by the gaming compact.
• Assist with special projects as assigned by Council.
• Prepare professional correspondence between the Tribe and various entities.
• Ensure Council-appointed committees are monitored, timely appointments are made, and committee files are maintained.
• Present sponsorship opportunities to Council and assist with any follow-up action needed.
• Attend general council and special meetings as required by the Constitution.

Supervisor

• Oversee the daily activities of the Administrative Assistant
• Provide regular performance feedback and annual performance evaluations.
• Address staff concerns and resolve conflicts in a timely manner.
• Monitor staff productivity and ensure deadlines are met.
• Identify training needs for staff development, if necessary.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED: 

• Must have knowledge of secretarial and office administrative procedures, and standard office equipment.
• Strong executive management service must be demonstrated with practical experience.
• Ability to establish and maintain effective and professional relationships with elected officials at all levels of government, staff, lobbying entities and other interest groups
• Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Ability to communicate effectively with tribal members, community members, professionals, employees and outside entities when scheduling meetings, speaking engagements, 
• Must have the ability to read, analyze, and interpret the most complex documents and communicate actions needed to the propriate party. Must have the ability to respond effectively to the most sensitive inquiries or complaints.
• Must have the ability to apply principles of logical thinking to a wide range of intellectual and practical problems. Must have the ability to deal with nonverbal symbolism.
• Must have the ability to comprehend and apply principles of basic math and accounting. 
• Shall have a high level of interpersonal skills to handle sensitive and confidential situations professionally.
• Shall maintain and safeguard sensitive and confidential information and/or documentation.
• Must be able to work independently using initiative and own judgment within established policy and procedural guidelines.
• Must have effective time management and the ability to adapt to a fluid work environment.
• Must be able to perform all aspects of the position in a professional and unbiased manner. 
• Independent judgment is required to plan, prioritize, and organize a diversified workload for a five-member Council.
• Shall demonstrate a high level of confidentiality, professionalism, and unbiased behavior in a work environment that is privileged to sensitive information of the Tribe.
• Shall demonstrate the ability to interact with all levels of staff in a professional, courteous and respectful manner.
• The incumbent must be willing to travel as directed.
• Must be able to attend meetings outside of the regularly scheduled workday. This may include week-ends, nights, or holidays. 
• Must have an advanced understanding of the Spokane Tribe's Constitution, Spokane Tribal Law and Order Code, the policies and procedures of the Tribe, and the individual's position description.

MINIMUM REQUIREMENTS:

• AAS, or Business school plus 2 years’ experience in a professional position or 5 years’ demonstrated experience in a professional position. Bachelor's Degree in associated field preferred.
• Must be proficient in MS Word, Excel, related IT applications, and other current technology. 
• Must pass a background check.
• Valid Washington Driver’s license and a good driving record, must be tribally insurable 
• Must have demonstrated excellent communication skills.

*Tribal Preference Applies - Tribal Preference grants preference in employment to qualified enrolled Spokane Tribal Citizens, Spouses of Spokane Tribal Citizens, First Line Descendants of Spokane Tribal Citizens, and Citizens of other Tribes and Other Applicants, in that order.

Confirmation receipt of on-line application submission and interview status will be sent to all applicants e-mail address used when applying. Applicants are responsible to regularly monitor their e-mail for interview notifications.

Contact: Sabrina McCoy or Kammi Rosenbaum

(509) 458-6583 or  (509) 458-6527  

 E-mail:   hrfrontdesk@spokanetribe.com

Applications Must Be Received In The Human Resources Department No

 Later Than 4:30 p.m. on the Closing Date

The Spokane Tribe Reserves The Right To Hire According To Its Indian Preference Policy

Applicants May be Subject To A Pre-Employment Drug Test

 Positions With The Spokane Tribe Are Subject To A 90 Day Probationary Period

Salary : $24 - $31