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Executive Assistant II

Gardnerville, United States

Position Title

Executive Assistant II

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE11 (17.95 - 25.13)

Department

Administration

Supervisor

Position Summary

Under direct supervision the Executive Assistant II performs a variety of administrative duties and tasks of a complex nature. Assists with the overall planning, transition and operation, in accordance with Federal and Tribal law, regulations and performance standards. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • Associate’s Degree in business or public administration plus three years administrative or related experience; or equivalent combination of education and experience.

  • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • Must be able to be insurable by the Tribe’s Driving Policy.

  • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • Preference will be given to Qualified Native American Indians

Essential Duties & Responsibilities
  • Reviews incoming correspondence, memoranda, reports and similar material for the purpose of summarizing important phases and making recommendations concerning them.

  • Conducts research and special studies in needed areas and prepares reports with recommendations for corrective action.

  • At the request of the Tribal Chairperson, attends Tribal Council meetings and staff meetings, and other meetings in a support role as a representative of executive and administrative officials, and makes recommendations on subjects under discussion; and assures that status reports and financial documents are submitted on a timely basis.

  • Performs related work as required and as directed.

  • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

  • Screens incoming calls and correspondence; exercises judgment and responds accordingly.

  • Records and delivers messages or transfers calls to voice mail when appropriate.

  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.

  • Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.

  • Maintains financial records; processes accounts payable, purchasing and travel documents.

  • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.

  • Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

  • Prepares and issues receipts for payments.

  • Establishes and maintains an effective filing and retrieval system.

  • Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

  • Photocopies, collates, distributes, and files documents.

  • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

  • Maintains inventory of office supplies.

  • Maintains a log for vendor expense.

  • Receives, sorts, logs, and routes mail.

  • Attends meetings and takes minutes as requested.

  • Performs errands for the as needed.

  • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • Knowledge of modern office practices, procedures, and equipment.

  • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • Knowledge of records management and basic accounting procedures.

  • Knowledge of the functions of the Washoe Tribal government and of the structure and functions of federal government bureaucracy.

  • Knowledge of modern principles, practices and theories of public administration, personnel administration, and financial management.

  • Knowledge and understanding of the principles of supervision, organization and administration.

  • Ability to learn tribal government operations, organization and functions, and the relationships with other levels and forms of government.

  • Ability to write clear and concise reports, memoranda, directives and letters.

  • Ability to develop comprehensive plans for general instruction.

  • Ability to accomplish assigned administrative tasks with a minimum of supervision and with only general direction.

  • Ability to establish and maintain satisfactory working relationships with tribal employees.

  • Ability to express ideas effectively, orally and in writing.

  • Ability to plan and supervise the work of others as required.

  • Ability to communicate effectively in the English language both verbally and in writing.

  • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

  • Ability to represent the organization in a professional manner, building respect and confidence.

  • Ability to maintain confidentiality.

  • Ability to handle multiple tasks and meet deadlines.

  • Ability to carry out instructions furnished in verbal or written format.

  • Ability to work independently with minimal supervision.

  • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.