Natural Resources/Charitable Contributions Administrative Assistant

Opening Date: May 6, 2022
Closing Date: May 20, 2022
Job Title: Natural Resources/Charitable Contributions Administrative Assistant
Salary/Wage: $22.88/hr.
Tribal Level: 18
Location: Siletz, Oregon
Classification: Full Time, Non Exempt
Job Posting Number: 202222

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

Introduction:

This position provides clerical and administrative support services to the Siletz Tribal Charitable Contributions Advisory Board.  In Addition, this position provides overall administrative assistant and secretarial support for the Natural Resources Department, including, but not limited to, word processing, cuff account management, log scale accounting, permit issuance, etc.

Requirements:

High school diploma or GED and three years of administrative assistant experience – OR – an equivalent combination of education and/or experience. Knowledge of: Principles, practices and techniques of administrative assistant and secretarial duties, including word processing, filing, tracking budgets, and appropriately greeting the public on the phone and in person.  Basic math skills in order to independently perform the timber sale log scale tracking duties. Experience in: Natural Resources/Forestry office, preferred. Word-processing, spreadsheet, and database software programs, preferred. Using Access, database development, and maintenance. Drafting correspondence and preparing reports, including knowledge of proof reading and editing techniques, correct punctuation, capitalization, spelling, and grammar. Ability to: Type 40 words per minute. Use a 10-key calculator/adding machine. Use basic arithmetic and strong organizational skills to maintain files, to process expenditure and log scale records, and to provide support services for meetings. Follow directions and complete assigned tasks within specified deadlines without constant supervision. Demonstrate proficiency in the use of the following computer software programs:  Word, Excel and Access.   Demonstrate proficiency in the use of other word processing, spreadsheet, and database software programs or similar programs.

Duties:

Board Responsibilities: Coordinates and attends four quarterly board meetings taking minutes and providing technical assistance as needed. Coordinates and attends four quarterly distribution receptions. Represents the Fund and Board at meetings and events upon request. Grant Making Responsibilities: Provides application information and technical assistance to grant seekers upon request.   Maintains Website with accurate and up to date information and documents. Reviews and evaluates applications, including eligibility and guideline review.  Requests and gathers additional information as needed for clarification of applications. Reviews and summarizes applications for database and board distribution.  Maintains database; Prepares Tribal Council packets and attends Tribal Council meetings to obtain final approval of quarterly awards; Responsible for issuance of award and denial letters to applicants. Responsible for gathering and compiling information for the annual grant report. Responsible for reviewing and calculating evaluations from awardees, including review for completeness and appropriate use of funds. Responsible for assuring evaluations are completed timely. Contact with awardees if evaluation is not submitted. Receives and reviews requests from awardees for use of unexpended funds. If the amount is less than 25% of the original grant the amount can be awarded by the Administrative Assistant if for the same approved activity. Requests for unexpended funds that are more than 25% are forwarded to the Board for review and approval or denial. Financial Responsibility: Provides overall administrative assistant and secretarial support to the programs of the Natural Resources Department, which includes, but is not limited to, Forestry, Fish & Wildlife, Realty, Environmental Protection, and Aquatics. Drafts letters, memos, reports and other documents.  Compiles information from files, reports, forms and documents as assigned. Prepares and processes expenditure documents (check requests, purchase orders, travel forms, etc.) and prepares monthly billings for copy machine use. Develops and maintains filing systems for all records pertaining to tribal timberlands.  Responsible for the creation and maintenance of all departmental Laserfiche files and for sending of trust records to the BIA records repository.  Maintains expenditure records (cuff accounts) for all Natural Resources programs, grants and committees.  Reconciles cuff accounts with monthly expenditure reports from the Accounting Department.  Provides monthly budget status reports to program personnel and department manager.  Assists with individual program budget modifications. Timber sale log accountability, tracking and reconciliation.  Processes all timber sale log scale receipts and certificates on a daily basis during timber sale operation periods.  Prepares twice monthly scale reports and summaries. Assists in preparing BIA Timber Sale Contracts, Permits, and documents for the Forest Management Plan. Prepares statistical data, correspondence and reports. Complex data entry and report preparation, using specialized forest inventory and timber cruising programs, for Reforestation and Stocking Surveys, Continuous Forest Inventory, Timber Stand Improvement Thinning Surveys, and Timber Cruises. Issues firewood and property access permits to Tribal members. Issues hunting, fishing and gathering licenses, tags and permits, alerting supervisor of any problems arising from tag or license violations or procedures.  Maintains hunting, fishing and gathering database records and provides monthly summary reports. Coordinates, prepares for and attends Natural Resource Committee meetings, which includes copying and packaging meeting materials; preparing meeting room, recording and transcribing minutes.  Assists in setting up for other meetings, which includes, but is not limited to, meetings with State, Federal and Local agencies, and Tribal and general public.  Also assists in setting up and coordinating 3-4 elders’ woodcuts per year. Orders office supplies and other equipment necessary for the operation of the department.  Maintains equipment and supply inventory database. Maintains departmental work logs, tracks employee leave balances and prepares monthly  workers comp reports. Greets the public and answers departmental phones, directing questions to the appropriate departmental employee. Answers questions regarding departmental policies, procedures, services and programs. Monitors forestry field communications systems. Performs other related duties as assigned by the Natural Resources Manager. Monitors, manages, and evaluates the fiscal performance to assure that funds are expended to the best advantage possible. Community Affairs:  Develops and maintains contacts with individuals and organizations; Coordinates with local funders for information sharing. Promotes a positive organizational and personal image, is available to the nonprofit community, including applicants, potential applicants and the community. Tracks and analyzes evaluations for compliance. Prepares annual reports. Provides the Public Relations department with Charitable Contribution news article information. Prepares and processes expenditure documents (check requests, purchase orders, travel forms, etc.).  Maintains budget cuff account. May perform variety of 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 (PDF)
Apply Online

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: 855-573-1032
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.