Work in Washington Veterans Jobs

JOB SUMMARY

Under general direction, performs advanced administrative and professional management work in support of the Tribal Council Chair and Vice Chair in the areas of research, communications, public relations, project management and administration; assures the flow of accurate information in a timely and efficient manner. This position must maintain strict confidentiality in all aspects of administrative operations records and actions.

The Administrative Specialist IV classification differs from other classifications in this series in that incumbents perform a series of office administration support tasks that are technical and specialized in scope and/or supervisory in nature. Work assignments are procedurally complex and require considerable expertise in the assigned function area. Incumbents are considered a resource for information in their respective specialized operations and/or expertise. Work is performed under minimal supervision and independent judgment and confidentiality is exercised. Incumbents may be expected to act as liaison between internal and/or external customers and unit staff. Duties require a broad understanding and discretion in the interpretation and application of guidelines, policies and work methods.

MAJOR TASKS AND RESPONSIBILITIES

This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

Customer Service Delivery

• Ensures customer satisfaction is top priority at all times and in all communications and interactions with all personnel.

• Provides a high level of customer service to the senior leadership through executing a variety of tasks including, but not limited to: filing, scanning, and printing documents, handling email correspondence, updating charts in Microsoft Office, creating and updating reports, picking up lunches, ordering special supplies, retrieving and responding to voicemail, etc.

  Communication

• Works cooperatively with all entities of the Tribe in the administration of assigned duties.

• Provides specialized and/or technical information and advice that requires interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person often involving complex, sensitive, confidential problems and/or potentially volatile situations.

• Attends and may record public and/or department hearings and/or meetings, to include Tribal Committee meetings, and at times may be required to prepare presentations

• Coordinates activities by arranging and preparing for meetings.

• Consults statutes, ordinances, contracts, regulations and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources.

• According to established policies and prescribed guidelines, control the proper maintenance, archiving, release, and destruction of vital records, exhibits and/or files that may impose severe consequences on the Tribe if mishandled.

• May generate responses to internal and/or external customers addressing complaints, concerns and problems of a controversial and sensitive nature that must be treated with a high degree of discretion, requiring a comprehensive understanding of the subject matter.

• Compose, draft, type and/or word process, proofread and edit documents, contracts, and/or correspondence to ensure these conform to established program policies and/or procedures; may include legal, scientific and/or other specialized materials and statistical reports.

• Takes minutes at meetings.

Financial

• Prepare and submit expense reports and reconciles credit card statements for processing and reimbursement to concur; makes all travel arrangements, including air, ground transportation and hotel, and produces detailed travel itineraries for individual and group travel.

• Perform moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, budgets or other applications.

Organizational Management

• Acts as a confidential assistant to the Tribal Council Chair and Vice Chair, including records management, scheduling, setting-up meetings, writing correspondence and reports and researching information as assigned.

• Composes and prepares memos, letters, and other correspondence from rough drafts; formats documents, proofreads and verifies documents for accuracy.

• Handles logistics for internal and external meetings, including reserving conference rooms, arranging flip charts, printing and preparing meeting materials, ordering catering, greeting guests, etc.

• Finalizes correspondence for signature and distribution as appropriate.

• Conducts research/analysis and special projects on an ongoing basis on a variety of issues.

• Maintain, inventory, order, collect and distribute supplies and/or equipment.

• May schedule meetings, make training and travel arrangements, and maintain calendars for supervisor and/or organizational unit/program.

• Because of the Tribe’s commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

EDUCATION - EXPERIENCE AND TRAINING FOR POSITION

Graduation from a high school or equivalent with course work in general office practices, and four (4) years of experience in an office, administrative, or related support position is required. Some assignments may require program specific certifications at a time set by the Tribe.

Preferred: Experience working with Native American governments.

SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION

Skills in: Written and verbal communication; customer service; operating standard office equipment, including personal computer and applicable software; organization and time-management; establishing and maintaining effective working relationships; conflict management; research and technical analysis.

Knowledge of: Principles and practices of public administration and government organizations; government operation, organizational structure, municipal management, elected officials, and their functions; research and statistical methods and techniques used in public administration; ordinances, codes, and policies governing Tribal operations; general theories, principles, and techniques of both oral and written communications; and tribal community affairs and issues.

Ability to: Perform difficult and complex administrative assistance to relieve the Tribal Council Chair and Vice Chair of administrative detail which may require independent judgment and decision making skills; exercise independent judgment; interpret, apply, and explain laws, rules, regulation, contracts, policies, and procedures; assemble complex material and summarize, in report form, communications; compose, proofread, and edit effective oral and written communication; establish and maintain effective and cooperative working relationships with others; analyze situations accurately and adopt and effective course of action; work independently with minimum supervision; plan and organize work to meet schedules and timelines; maintain records; maintain confidentiality.

PHYSICAL REQUIREMENTS

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential duties of this class.

Continuously uses vision. Frequently sits for long periods of time. Frequently talks and listens. Manual dexterity for computer work and routine paperwork. Occasionally walks and reaches with hands and arms. Occasionally lifts up to 25 lbs.

Licenses or Certifications Required

Current and valid Washington State driver’s license required.

Job LocationUS-WA-Auburn

of Openings 1

Division Tribal Council

Job Status Hourly

Type Regular Full-Time

Pay Grade 7 - DOE

Status Accepting