Executive Assistant/Floater at Red Cliff Band of Lake Superior Chippewa, WI

About the Department

JOBDESCRIPTION

POSITION:   Executive Assistant/Floater

LOCATION: Tribal Administration Building

SALARY:  $20-23 per hour 

SUPERVISOR(S):  Tribal Administration Liaison 

THIS IS A REGULAR FULL-TIME NON-EXEMPT POSITION

JOB SUMMARY:  The Executive Assistant & Floater provides comprehensive administrative and project support to the Tribal Administration Liaison (TAL) and serves as a flexible resource to assist other departments within the Tribal Administration Building as needed. Under the TAL's guidance, this individual is key to facilitating communication, coordination, and the efficient operation of Tribal Divisions, contributing to their alignment with Tribal priorities. Responsibilities also include supervising front desk staff/receptionist(s) to guarantee excellent customer service, effective communication, and seamless information sharing with the public. 

Position Duties

DUTIES AND RESPONSIBILITIES:

1. Provide comprehensive administrative support to the Tribal Administration Liaison (TAL), including managing the TAL's calendar, scheduling meetings, preparing correspondence, reports, and presentations.
2. Assist the TAL with project management tasks, including tracking timelines, gathering information, and preparing project-related documentation.
3. Facilitate communication and coordination on behalf of the TAL between Tribal Administration, Division Administrators, the Tribal Council, and other relevant parties. This includes preparing agendas, taking minutes, and following up on action items.
4. Assist the TAL in initiatives aimed at ensuring Tribal Divisions operate efficiently and align with Tribal priorities, which may involve gathering data, preparing reports, and supporting related projects.
5. Assist in the planning, coordination, and execution of community events, working collaboratively with relevant departments and community members.
6. Provide flexible administrative support to various departments within the Tribal Administration Building as needed, undertaking tasks such as data entry, filing, photocopying, and assisting with special projects. This includes being available to support departments facing temporary staffing shortages or increased workload.
7. Supervise front desk staff/receptionist(s) by providing guidance and training to ensure efficient and professional front office operations. This also includes overseeing all front desk operations to guarantee the delivery of excellent customer service, the accurate and timely dissemination of information to the public and internal stakeholders, and the maintenance of efficient communication channels.
8. Process correspondence efficiently and accurately, always maintaining confidentiality.
9. Assist staff with copying, obtaining signatures, scanning, faxing, locating, and filing of materials, which may require the operation of various office machines.
10. Assist in correspondence, scheduling, reports, and follow-up tasks as assigned by the TAL.
11. The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or as deemed necessary by the supervisor. 

SUPERVISORY AUTHORITY:   Directly supervises the Front Desk Receptionist, including performance management and daily task assignment.

Minimum Qualifications

KNOWLEDGE:

1. Comprehensive knowledge of modern office practices, procedures, and equipment.
2. Proficient computer skills, including word processing, spreadsheets (preferably Microsoft Office Suite), email, and internet usage.
3. Excellent professional communication skills, both written and verbal, for interacting with diverse individuals.
4. Thorough understanding of secretarial and administrative support duties.
5. Skilled in the operation of various office machines, including copiers, scanners, fax machines, and multi-line phone systems.
6. Exceptional telephone etiquette and customer service skills, with the ability to handle inquiries and direct calls appropriately.
7. Demonstrated self-motivation and the ability to work independently in a fast-paced administrative environment.
8. Strong attention to detail and excellent organizational skills, with the ability to prioritize tasks and manage time effectively.
9. Knowledge of and sensitivity for Ojibwe culture and traditions.

QUALIFICATIONS:

1. Minimum of high school diploma, HSED, or GED required.
2. Associate degree or certificate in Office Administration, Secretarial Science, or a related field is preferred.
3. Minimum of two (2) years of successful office-related experience providing administrative support required.
4. Demonstrated experience operating a variety of standard office equipment is required.
5. Proficiency in Microsoft Office Suite applications (Word, Excel, PowerPoint, Outlook) is required.
6. Must have a valid driver’s license, vehicle and appropriate vehicle coverage, maintain driver’s eligibility as a condition of employment, and be eligible to be put on the tribe’s vehicle insurance policy. 

Other Qualifications

PERSONAL CONTACTS:  Daily contact with the TAL for direction, updates, and collaborative tasks. Frequent interaction with Division Administrators and other tribal staff to facilitate communication, coordination, and information sharing as directed by the TAL. Regular contact with front desk staff/receptionist(s) for supervision, guidance, and to ensure smooth front office operations. Occasional interaction with Tribal Council members, community members, and representatives from external agencies as needed for event support or information dissemination under the TAL's direction.

PHYSICAL REQUIREMENTS:  Must be able to lift and carry objects weighing up to 50 pounds on occasion, potentially related to setting up for community events, handling office supplies, or assisting other departments with various tasks. Requires frequent sitting, standing, walking, bending, reaching (including overhead), and repetitive hand movements for computer use and office tasks. 

WORK ENVIRONMENT: Primarily works in a standard office environment within the Tribal Administration Building. The work environment is typically fast paced and may involve frequent interruptions. All Tribal buildings are non-smoking.

TRAVEL REQUIREMENTS:  Occasional travel may be required for attendance at training sessions, conferences, and meetings, both within the state and out of state.

BEHAVIOR AND ATTITUDE: The vision, goals and objectives of the Red Cliff Band of Lake Superior Chippewa requires that the employee performs in both a professional and personable manner. The manner in which the employee relates to fellow employees, customers and visitors is considered parallel in importance to technical knowledge and ability. Respect and consideration given to the dignity of each customer, visitor and fellow employee is a requisite of successful job performance. Any behavior or attitude that tarnishes the name or image of the Red Cliff Band of Lake Superior Chippewa will be subject to immediate disciplinary action up to and including termination.

Indian preference will be applied in the case of equally qualified applicants, but all qualified applicants will be considered.

This job description is subject to change at employer’s discretion, after consultation with the employee.

APPLICATION SUBMITTAL REQUIREMENTS: The following items are required for this position:

1. Completed Tribal Application, to include work history and references, available on the Tribal website.
2. Tribal Background Investigation Disclosure; available on the Tribal website.
3. Consent to Release Liability and Reference Information Form; available on the Tribal website.
4. Resume, required; cover letter, optional.
5. Post-secondary transcripts or certifications; if applicable.

Please download the forms from the links below.  Complete the forms and save them.  Then, please upload and attach them as "other" attachments with your application. 

Tribal Background Investigation Form

FOR FURTHER INFORMATION CONTACT:

Red Cliff Band of Lake Superior Chippewa

Human Resources Department

88455 Pike Road

Bayfield, WI  54814

www.redcliff-nsn.gov

[email protected]

(715)779-3700 

The Red Cliff Tribal Council has a Drug Free Work Place Policy and adheres to the intent of the Drug Free Work Place Act.  All new hires are subject to a drug test prior to starting.

All applicants for employment with the Red Cliff Tribe will be subject to the background investigation and other requirements of RCCL Chapter 43, and are under a continuing obligation to supplement this application for employment with information concerning any convictions that occur after commencement of employment with the Tribe.