Executive Assistant Anadromous Job at Spokane Tribe in Spokane

Salary: $22.89 - $32.00 / PER HOUR

VACANCY ANN#: STOI-24-111
TITLE: EXECUTIVE ASSISTANT (ANADROMOUS)
DEPARTMENT: DNR, ANADROMOUS PROGRAM
SUPERVISOR: ANADROMOUS PROGRAM MANAGER
LOCATION: SPOKANE, WA
STATUS: REGULAR, FULL-TIME, NON-EXEMPT
RATE OF PAY: $22.89 - $32.00 / PER HOUR
OPENING DATE: DECEMBER 23, 2024
CLOSING DATE: JANUARY 6, 2025

INTRODUCTION:

The Executive Assistant to the Anadromous Program will oversee the Department of Natural Resources satellite office in Spokane, WA. Four DNR Programs and up to 14 staff will be housed in this office. This office includes 13 private offices, one small meeting room, a larger conference space, kitchenette and administrative center.

The incumbent will serve as an assistant to the Anadromous Program. The incumbent will develop and implement improved methods of office workflow and be responsible for secretarial skills vital in communication and the administration of proper office management procedures. The incumbent will coordinate departmental functions and assist program staff. The incumbent ensures coordination between DNR programs, Tribal and outside agencies to provide arrangements, meetings, workshops, and telephone conferences.

MAJOR DUTIES AND RESPONSIBILITIES:

Function as administrative support to Anadromous Program staff;

• Assist Program staff as needed with phones, mail, copies, computers, supplies, and other administrative needs;

• Coordination of Program staff internally, among other programs and Departments, and externally;

• Coordination of Program Managers activities, appointments, travel arrangements, internal and external meetings, and trainings;
• Assist with administrative duties typical of a professional office environment, including but not limited to: Maintaining, stocking, and scheduling of office supplies, equipment, and facilities;
• Schedule the use of and prepare meeting and conference spaces to accommodate various types of meetings, conference calls, etc.;

• Monitor office equipment, inventory and supplies;
• Preparation, routing, and record keeping of administrative documents associated with purchasing, contracting, and approval processes;
• Oversee approval, submission, and processing of timesheets and maintaining personnel documents;
• When appropriate, ensure the confidentiality and security of information when not in use;
• Maintain updated departmental forms available such as leave forms, travel, mileage, timesheets, status changes, etc.;
• Maintain and monitor Program budgets;
• Prepare budgets and revisions, communicate with the Finance Department, prepare purchase orders, prepare vouchers, prepare reimbursements, ensure that invoices are paid, prepare internal invoices, and maintain all associated records;
• Physical delivery of documents between STOI offices located in Spokane, Wellpinit, and other locations;
• Develop, implement, and monitor filing systems for complex projects and processes;
• Monitor maintenance and security of the office, equipment, and Program vehicles; maintain records as appropriate;
• Assist in coordinating Program staff, resources, and workflow both internally and with external partners;
• Assist Program staff as needed.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

• Strong organizational and time management skills, be highly organized and have the ability to prioritize tasks;
• Ability to effectively communicate with diverse audiences;
• Ability to learn and apply existing policies and procedures, develop new procedures;
• Competency with computers, particularly the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook);
• Ability to apply principles of logical thinking to a wide range of problems.

MINIMUM REQUIREMENTS:

• Completed college coursework in accounting, business administration, or related field
• 3 years of related experience in a professional office environment
• Valid Drivers License and a good driving record.

PREFERRED QUALIFICATIONS:

• More than 5 years of relevant experience (e.g., secretary, administrative assistant, bookkeeping)
• Related post-high school degree, or relevant professional certification (e.g., Certified Administrative Professional CAP).
• Knowledge and/or experience with Spokane Tribe of Indians Policies and Procedures
• Knowledge and/or experience with Spokane Tribe of Indians fiscal management
• Knowledge and/or experience with Spokane Tribe of Indians administrative structure and its departments

*Indian Preference Applies Indian Preference grants preference to any enrolled member of a federally recognized tribe.

Confirmation receipt of on-line submission and interview status will be sent to the applicants

e-mail address used in applying. Applicants are responsible to regularly monitor their e-mails for application / interview status.

Contact: Sabrina McCoy, or Kammi Rosenbaum

509-458-6583 or 458-6527

E-mail: hrfrontdesk@spokanetribe.com

Applications must be received in the Human Resource Department no later than 4:30 p.m. on the closing date.

The Spokane Tribe reserves the right to hire according to its Indian Preference Policy

All Applicants are subject to a Pre-Employment Drug Test

All Positions with the Spokane tribe of Indians are subject to a 90-day orientation period