Tribal Council Executive Assistant

Job Summary

The Tribal Council Executive Assistant will provide confidential secretarial and clerical support to the KIC Tribal Council. Some duties may require considerable
independence within established guidelines and policies under the general supervision of the office manager of designee.
Incumbent will perform tasks including copying and routing mail to appropriate council member, copying agenda items and preparation of Tribal Council packets for meetings. Assisting with filing. Assist with travel arrangements such as reservations. Assist in setting up, attending, taking minutes, and clean up after Tribal Council meeting which will mean that this person will have varied working hours. Incumbent will also be responsible for performing administrative office work which involves a variety of complex work procedures. Incumbent will assist with finance duties as needed.

Job Duties & Responsibilities

• Welcome and provide information to visitors, vendors, and tribal members, either in person or by telephone. Answering or directing inquiries.
• Maintaining relationships with tribal representatives, legislators; tribal members, political affiliates, etc.
• Coordinating senior management staff action plan schedule, following up on project completion with senior management staff.
• Collecting and distributing information; preparing letters and memos.
• Attending appropriate meetings and completing relevant documentation. 
• Calculating special charges, attaching vendor credit memos, and claims. 
• Assist in travel arrangements using on-line reservations, secure hotel and car as needed.
• Performing various data entry assignments, assist with documentation filing, perform research as required. 
• Other related duties as assigned.

Necessary Knowledge, Skills, and Abilities

• Knowledge of accounting, versed in office and reception protocols.
• Knowledge and highly skilled in the use of Microsoft Office Suite. Skilled in office organization on minor to medium complexity tasks;
• Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both clients and co-workers);
• Ability to communicate professionally over the phone and in person in a positive and clear manner;
• Ability to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;
• Ability to take directions from supervisor and/or designee.
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants.
• Skills in operating personal computers using a variety of computer software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts. 
• Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPPA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to work independently as well as with teams.

KIC Core Competencies

Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.

Uphold KIC Values: To make decisions and behave in a manner consistent with KIC Workplace Values of Trust, Teamwork, Respect, and Accountability, as well as Southeast Traditional Tribal Values “Our Way of Life”.

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers.

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing.

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Minimum Qualifications (Education & Experience)

• High School Diploma or equivalent. 
• Three years’ experience in an administrative capacity. 
• On a year-for-year basis, a combination of relevant experience, education, and training may substitute for education and experience requirements.
• Proof of valid driver's license with acceptable driving record.

Preferred Qualifications (Education & Experience)

• Associate's degree in public/business administration, or another related field.
• Five years’ experience in advanced administrative duties. 
• Experience in community clinic preferred and a strong commitment to multi-disciplinary teamwork.