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Executive Assistant to the Tribal Council

Opening Date: September 3, 2021
Closing Date: September 21, 2021
Job Title: Executive Assistant to the Tribal Council

Salary/Wage: $28.99/hr.
Tribal Level: 21
Location: Siletz, OR
Classification: Full Time, Exempt
Job Posting Number: 202169

Introduction:

The Executive Assistant to the Tribal Council ensures a seamless operation of managing all daily activities including but not limited to planning, organizing, overseeing, and coordinating Tribal Council day-to-day office functions including official public meetings, and internal/external communications, maintaining the budget, and facilitating travel.   Serves as Tribal Custodian of Records for Council-approved documents and contracts.

Requirements:

Associates degree in paralegal studies or public administration and 2 years of experience as Executive Administrative Assistant or an equivalent combination of executive secretarial, legislative, journalism, and public affairs roles.  Alternative combinations of post-secondary education and experience may be accepted. Knowledge of: The mission, functions, policies, procedures and general administration of the Tribal government. Working knowledge of the Tribal Code, Council processes and authorities, and management practices. Working knowledge of rules governing public and Council meetings. In-depth knowledge of and skill at interpreting legal requirements such as Council policy, and public records requests. In-depth knowledge of executive office staff administration and confidential record keeping. Well-developed knowledge of and skill at using proper English usage, grammar, spelling, and punctuation to take meeting recollections and prepare documents. Sufficient math skills to administer budgets, and understand reports containing financial and demographic information. Advanced human relations skills to prepare and make public presentations, facilitate group processes, resolve problems and confrontations, and convey technical or policy details to general audiences. Experience in: Proficient use of Word, Access, and Excel software, preferred. Ability to: Oversee and coordinate complex office and administrative support functions. Interpret and compose policies, motions, and resolutions. Learn, interpret, explain, and apply knowledge of Tribal and department organization, operations, programs, functions and special CTSI terminology, policies and rules. Maintain confidential data and information for the Council. Plan, organize, prioritize, delegate and review work in order to meet schedules and timelines. Analyze situations and implement the appropriate actions or response. Write agendas, supporting documentation, talking points, and routine correspondence. Communicate with a wide range of contacts within and outside the Council office with tact, professionalism, and courtesy, and in a manner that reflects positively on the department and Tribe. Work variable schedules that include evenings and weekends. Administer and monitor budget. Other: Excellent organizational skills. Must be able to work and attend meetings on evenings and weekends. Must be willing to travel frequently outside of the Siletz area. Must possess a valid Oregon State driver’s license, insurance and be eligible to drive a GSA vehicle.

Duties:

Serves as a liaison between the Tribal Council members, enterprise business units, and administrative directors, staff, tribal, and community members. Assures that the Tribal Council is prepared for all official and unofficial proceedings with up-to-date information and background data, complete agendas, packets, accurate schedules, and meeting room support. Coordinates logistics for Council meetings, conferences (including travel), and related activities.  Arranges sites, times, participation and support. Oversees and performs recording and maintenance of the official records and correspondence of the Office of the Tribal Council.  Responds to public records requests in accordance with legal timelines and coordinates with appropriate administrators to carry out requests. Develops and implements procedures and best practices for preparing, distributing materials on a timely basis, and certifying the Council’s agendas, minutes, and all official notices of meetings and action items. Coordinates the process for the submitting requests for Council agendas from divisions, departments, staff, and the public in compliance with legal requirements, including applicable Council processes. Oversees, composes, and reviews agenda items, in consultation with the Tribal Chairman for all regular and special meetings including closed sessions.  Prepares motions and resolutions for signature including Tribal Codes, policies, and record archives. Attends, records and transcribes proceedings from official and unofficial meetings. May attend and perform the same scope of work on the confidential or sensitive meetings such as executive performance reviews or legal matters. Conveys information, explains policies, regulations, and procedures and exercises a high level of discretion in speaking for the Council in personal contacts and in telephone conversations. Supervises and assigns work to other Council executive office staff, ensuring timely dispatch of calls and inquiries, completion of internal and external communications, and general support. Composes difficult and complex professional correspondence independently on a variety of matters. Prepares outlines, talking points, and text for public proceedings.  Oversees, reviews, and/or prepares correspondence for signature.  May initiate routine correspondence as the Council’s representative. Provides assistance and consultation on external relations matters, publications, and the communication matters of other management team members. Coordinates preparation of publications, reviewing and seeking input on draft documents and materials before publishing. May assist with writing grant proposals. Receives, evaluates, and resolves or alerts the Council to internal and public relations matters affecting Tribal government, including those of a most urgent and sensitive nature. May serve as a spokesperson for the Council on routine topics. Ensures the Tribal Council policy manual is maintained and current. Oversees, prepares and distributes Council policies and administrative procedures to appropriate executives for review on a periodic basis. Researches, analyzes, recommends, writes, and revises Tribal and Council legislation, policies, and procedures. Works with stakeholders to develop, update, publish, and communicate Council policies and administrative procedures. Performs and/or coordinates special projects and assignments, and prepares various reports on behalf of the Council. Assists in the development of, and administers the budget for the executive office.  Records and processes tribal Council timesheets, expenses, purchase orders, check requests, and other business transactions. Schedules, coordinates and facilitates special events such as those that are community-based, fund raising, employee recognition, governance, and cultural activities. Responsible for tracking Lobbyist and Legal contracts and notify the Tribal Chairman and/or Vice-Chairman when contracts are expiring; includes submitting request to Lobbyists and Attorneys for proposed contracts for renewal. This includes preparation/submission of Oregon Government Ethics Quarterly Reports on Lobbyist activities. Responsible for supervision and training of the Assistant Executive Secretary. Complete annual inventory and submit to Chief Financial Officer. Responsible for tracking Standing Committee appointments, including tracking terms, advertising for vacancies, and submitting list to Tribal Council, at a minimum on an annual basis, for their appointment considerations. Orientation for new Council members, including review of policies and procedures. Assist Assistant Executive Secretary in preparation of Tribal Council’s annual calendar of events. Assist Assistant Executive Secretary in scanning documents into Laser Fiche Program. Other duties as assigned.

All new employees will serve a six-month probationary period to enable the General Manger to determine their suitability as a tribal employee. After the six-month probation the employee will be evaluated of his/her performance and at that time, it will be, decided if the employee is entitled to a regular employee status.

How to Apply

All applicants must submit a Tribal “Application for Employment Form”, found here: Employment Application
Applications must be received by the closing date of this announcement to receive consideration.

TO RECEIVE CREDIT FOR TRAINING OR EDUCATION, DOCUMENTATION MUST BE PROVIDED.

If applying for more than one position, separate applications will be required for each position.
The high school diploma/GED requirement will be waived for Tribal Elders

Send Applications To

Confederated Tribes of Siletz Indians
Attn: Human Resources Department
P.O. Box 549
Siletz, OR 97380

Fax number: 541-444-8375 or 1-800-922-1399 ext. 1375
Human Resources: 1-800-922-1399 ext. 1274
Website: www.ctsi.nsn.us
Email: hrdepartment@ctsi.nsn.us

Conditions of Employment

The selectee will be required to submit to a urinalysis to screen for illegal drug use before employment.

New employees are required to provide proof of COVID-19 vaccination prior to their first day of employment or submit a request for exemption to the Human Resource Manager, prior to starting employment.

May need to provide DMV Driver Record and proof of Automobile insurance.

The Tribe’s Indian Preference Policy will apply. Tribal government will not discriminate in selection because of race, creed, age, sex, color, national origin, physical handicap, marital status, politics, membership, and non-membership in an employee organization.