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)
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SUPERVISORY RESPONSIBILITIES:
OTHER DUTIES:
- Attend meetings
- Attend mandatory training
- Travel as required to perform duties
Perform related duties as assigned
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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
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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
Position does require driving in the course and scope of employment. Prior to hiring and throughout employment must posses a valid California Class C Driver's License and maintain insurability under the Tribe's vehicle insurance policy
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PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Hearing and speaking to exchange information and make presentations
- Dexterity of hands and fingers to operate a computer keyboard
- Seeing to read a variety of materials
- Sitting walking and standing for extended periods of time
- Bending at the waist, kneeling, and crouching to file materials
Lifting to 50lbs
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WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Driving a vehicle
- Indoor office environment
Dealing with difficult people
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TMDCI Member/Indian Preference Policy:
The Tribe shall, to the greatest extent feasible, give preference in employment to Indian applicants who meet the required qualifications in accordance with applicable law, including the TERO Ordinance. “Indian preference in employment” as used in this policy, applies in all aspects of the employment relationship including, hiring, termination of employment, promotion, training, transfer, and related issues.
Notice of Drug Free Workplace Act Requirements:
The Torres Martinez Desert Cahuilla Indians are required to implement the Drug Free Workplace Act of 1988 (41 U.S.C. §741 ). As such, it is unlawful for employees to manufacture, distribute, dispense, possess, or use a controlled substance on the job site. Employees that are reasonably suspected of violating this Act may be subject to drug testing as a condition of employment. A drug screening test will be given to all applicants prior to employment.
Essential Government Functions:
All work performed under this job classification is in support of essential governmental functions of the Torres Martinez Desert Cahuilla Indians.
Job Description Subject to Change
