Executive Assistant - MTM Only

About the role

Under general supervision of the Senior Services Program Manager, this confidential position provides office management and administrative support services and supervises assigned staff.

Responsibilities

• Act as confidential assistant to the Senior Services Program Manager, including records management, scheduling, setting up meetings, writing correspondence and reports, and researching information as assigned.
• Plan, coordinate, assign, prioritize, provide directions, and monitor the quality of work of subordinate employees.
• Identify and solve workload and scheduling problems to ensure deadlines are met; provide assistance to staff with difficult assignments.
• Interview, select, and train employees for assigned positions; evaluate employees’ performance and determine necessary action; coordinate and implement decisions on discipline problems and approve leaves.
• Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing, and/or in person, often involving complex, sensitive, confidential problems and/or potentially volatile situations.
• Consult statutes, ordinances, contracts, and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources, including spreadsheets and customized data applications.
• Control and/or oversee the proper maintenance, archiving, release, and destruction of vital records, exhibits, and/or files that may impose severe consequences on the Tribe if mishandled.
• Perform moderate to complex numerical calculations involving accounts payable, accounts receivable, reconciling accounts, monitoring expenditures, preparing and monitoring budgets, payroll, and/or other applications.
• Generate responses to internal and/or external customers addressing complaints, concerns, and problems of a controversial and sensitive nature that must be treated with a high degree of discretion.
• Process mail, including attaching related correspondence or information, handling responses requiring specialized knowledge, identifying priority and/or time-sensitive matters, and ensuring security and confidentiality.
• Plan and organize mail-handling functions involving a large volume and variety of mail, or coordinate large-scale publication and distribution projects.
• Attend and record public and/or departmental hearings and/or meetings, and at times make presentations.
• Represent the organization at various functions, including administrative hearings, proceedings, court inquiries, committees, and meetings.
• Schedule meetings, make training and travel arrangements, and maintain calendars for management staff.
• Perform a wide range of office and field duties from time-to-time, which may or may not be related to regular responsibilities, due to the Tribe’s commitment to community service and the well-being of its members.

Requirements

• Graduation from high school or equivalent with coursework in general office practices.
• Six years of experience as a confidential assistant, administrative assistant, or similar position.
• Two years of experience supervising other clerical support staff.
• Current and valid Washington state driver’s license.

Skills

• Keyboarding, analysis, and problem-solving.
• Oral and written communication.
• Organization, work prioritization, and time management.
• Maintaining strict confidentiality of sensitive matters.
• Customer service (in person and via telephone), including discretion, patience, etiquette, and professionalism.
• Excellent interpersonal and human relations skills.
• Following oral and written instructions; anticipating changes as appropriate.
• Working independently and adapting to changes in workload demands.
• Providing training and coaching to subordinate staff.
• Evaluating employees and disciplining as appropriate.
• Following through on assignments as directed.
• Conducting research on specific work assignments as directed.
• Knowledge of general office policies, principles, and practices.
• Understanding of rules, regulations, codes, laws, policies, procedures, and ordinances related to the Operations Manager’s office.
• Proficiency in computer software applications relative to the position, including Word and Excel.
• Basic accounting and mathematics.
• Conflict resolution techniques.
• Operation of standard office equipment, including computers, copiers, fax machines, and multi-line telephones.
• Knowledge of program-specific information, terminology, and/or equipment.
• Understanding of principles and practices of supervision.