Executive Assistant

THE TORRES MARTINEZ DESERT CAHUILLA INDIANS

JOB DESCRIPTION

For Posting Purposes Only

JOB TITLE: Executive Assistant

DIVISION: TANF

REPORTS TO: TANF Executive Director

FLSA STATUS: Non-Exempt

Salary: $34.53 per hour non-negotiable

SUMMARY : Under the direction of the assigned department head (“supervisor”) this position will primarily be responsible to work independently by performing a wide range of complex and confidential administrative secretarial duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Including but not limited to the following duties and responsibilities.

• Relieves the supervisor of a variety of administrative and clerical details
• Plans, coordinates, and organizes office and department activities
• Maintains the flow of communications for the supervisor which requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts
• Provides wide range of complex office administration and support to the highest-ranking managers
• Develops, implements, and administers departmental office systems and procedures
• Monitors budget including tracking expenditures and providing reports. Prepares spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool. Prepares financial reports using online financial systems or guides and directs the work of an associate preparing the reports.
• Reviews, assesses, routes, answers, and monitors follow up action steps on correspondence
• Gathers and analyzes information required for administrative reporting
• Prepares a variety of reports as directed
• Composes, and edits letters, memoranda, reports, lecture/course materials, presentations, spreadsheets and other documents
• Serves as principal contact and source of information for customers of the department, including staff, clients, Tribe and external customers
• Manage complex calendars, arrange meetings, appointments, events and travel arrangements
• Purchases and maintains inventory of supplies for office
• Conducts research work and summarizes findings Creates and maintains filing system(s)

SUPERVISORY RESPONSIBILITIES:

Non-supervisory.

OTHER DUTIES:

• Attend meetings
• Attend mandatory training
• Travel as required to perform duties Perform related duties as assigned

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

K NOWLEDGE OF:

• Program mission, objectives, policies, programs, and procedures of the assigned department
• Excellent time management skills
• Enforcement and adherence to applicable Tribal, Federal, State, and local laws and regulations
• Exercising excellent professional discretion regarding confidentiality and proprietary information General recordkeeping practices

A BI L I T Y TO:

• Apply cultural sensitivity to cultural relevant programming, primarily Native American

• Enforce the Tribe’s TERO

• Learn the Tribe’s Administration and assigned department’s policies and procedures

• Establish and maintain cooperative and effective working relationships with the staff, community groups, and other related agencies

• Multitask and prioritize tasks and have attention to detail

• Communicate effectively both orally and in writing
• Operate standard office and classroom equipment including a computer and assigned software
• Work with minimal supervision on assigned duties

Be reliable with attendance and be punctual

EDUCATION and/or EXPERIENCE:

Bachelor’s degree required in related field

CERTIFICATES, LICENSES, AND REGISTRATIONS: To perform and to continue to be qualified for this position, the requirements listed below must be met at a time of hire or may be obtained within a specific amount of time depending on the position requirements. Costs for required certifications, licenses, and registration are to be covered by employees, unless offered by the Tribe.

• Requires regular contact with or control over Indian children and is therefore subject to the background investigative process to comply with P.L. 101-630
• Requires throughout employment maintaining a Mandated Reporting Certificate of Training Po…