POSITION TITLE: Executive Assistant

CLASSIFICATION: Exempt

DEPARTMENT: Administration

SUPERVISOR: Tribal Chairperson or Designated Representative

GRADE: E12 $23.00 ($47,832.51) - $34.49 ($71,748.77)

Position Summary:

Under direct supervision the Executive Assistant performs a variety of administrative duties and tasks of a complex nature. Assists with the overall planning, transition, operation, in accordance with Federal and Tribal law, regulations and performance standards. Maintains confidentiality of all privileged information.

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.