Executive Office Supervisor Tribal Administration

Executive Office Supervisor Tribal Administration

Department: Executive Office

Program: Executive Office

Reports To: Executive Director

Supervises: Administrative Assistant Tribal Administration

Employment Status: Full-Time

FLSA Status: Exempt

Schedule: 40 Hours/52 Weeks

Preference: TERO Ordinance 2017-01, P.L. 93-638

Job Summary

The Executive Office Supervisor provides high-level support to the Executive Directors needed. The Executive Office Supervisor is responsible for performing a wide variety of administrative functions, including but not limited to support through the coordination of schedules, meetings, travel, and distribution of information from the Executive Office to staff.

Essential Functions

• The Executive Office Supervisor provides high-level support to the Executive Directors needed. The Executive Office Supervisor is responsible for performing a wide variety of administrative functions, including but not limited to support through the coordination of schedules, meetings, travel, and distribution of information from the Executive Office to staff
• Fields phone calls and routes as appropriate
• Responsible for reviewing and prioritizing all incoming mail and documents requiring signatures by authorized signers
• Manage the Executive Director's calendar
• Provide administrative support to the Executive Director
• Maintain and update an Excel spreadsheet of motions and directives for the Executive Director
• Collaborate and engage with Department Directors regarding motions and directives as directed
• Oversee and assist with the coordination of all travel arrangements for the Executive Director and Tribal Council Members when support staff is unavailable, ensuring compliance with the Tribe's policies and procedures
• Responsible for WorkPlace entries for the Tribal Administration purchase card within the timeline required by the Finance Department
• Ensures compliance with Tribal, federal, state, and local employment laws and regulations, Tribal policies, and TERO ordinance

It is the intent of this job description to highlight the essential functions of the position; however, it is not an all-inclusive list. The incumbent may be called upon and required to follow or perform other duties and tasks requested by his/her supervisor, consistent with the purpose of the position, department, and/or the Kenaitze Indian Tribe's objectives.

Working Conditions

Lifting Requirements

• Light work - Exerting up to 20 pounds of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Physical Requirements

• Stand or Sit (Stationary position)
• Walk )Move, Traverse)
• Use hands/fingers to handle or feel (Operate, Activate, Use, Prepare, Inspect, Place, Detect, Position)
• Climb (stairs/ladders) or balance (Ascend/Descend, Work atop, Traverse)
• Stoop, kneel, crouch, or crawl (Position self (to), Move)
• Talk/hear (Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information)
• See (Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess)
• Pushing or Pulling
• Repetitive Motion

Hazards and Atmospheric Conditions

• None

OSHA Categories

• Category I - Duties performed routinely require exposure to blood, body fluid, and tissue

Equipment and Tools

List Equipment used for the job: List Tools: Drives KIT or Personal Vehicle: Other:

Travel

• Local
• In-State
• Out-of-State

Qualifications

Education

• Associate's Degree in business, management, or communication, or a combination of education and experience in a related field may be substituted for a degree

Experience

• Three (3) years of experience in executive-level administration

Preferred

• Knowledge and experience working with cultural diversities

License/Certification

• Must have a valid Alaska State driver's license and must remain insurable under the Tribe's policy
• Must be a Public Notary or obtain within 90 days of hire

Special Skills

• Proficiency with Microsoft Suite, or obtain training within 90 days of hire
• Conducts business in a service-oriented manner that is attentive, pleasant, respectful, and kind when dealing with un'ina, visitors, co-workers, and others
• Ability to multi-task, work independently, and meet deadlines
• Must exercise extreme discretion and follow confidentiality policies and regulations
• Must ensure quality communication when addressing the needs of the Executive Director, Tribal Council, Tribal Members, and staff in a professional manner
• Must be self-motivated with a positive approach
• Must possess excellent organizational skills and the ability to prioritize multiple projects and deadlines
• Must have excellent skills in writing, editing, proofreading, and formatting documents
• Must have excellent customer service and active listening skills when addressing customer concerns and other conflicts
• Ability to prioritize multiple projects and deadlines
• Ability to adapt well to change
• Ability to work independently as well as collaboratively

This position is a covered position subject to all requirements of the Alaska Barrier Crimes Act (ABCA) and the Indian Child Protection and Family Violence Prevention Act (ICPA). ABCA and ICPA requirements apply and must be complied with at all times in order to remain in the position.