Council Operations Coordinator presso Yurok Tribe (CA), CA

About the Department

POSITION SUMMARY:
The Council Operations Coordinator is under the direct supervision of the Council Operations Manager. This position performs general clerical support duties and provides administrative support and coordination for the Council Operations Department. The Council Operations Coordinator will respond to inquiries from the general public and provide information as necessary and assist the Tribal Council will their day-to-day activities. The Council Operations Coordinator is responsible for accuracy in all applicable procedures, confidentiality, electronic filing, data entry, and serves as the contact person for the department. The Council Operations Coordinator maintains the office filing system, prepares Council agendas and packets, takes meeting minutes, answers the telephone, supervises clerical staff and disseminates information to the Yurok community, general public and tribal employees.

Position Duties

DUTIES AND RESPONSIBILITIES:
1. Greet visitors, ascertain the nature of business and route visitors to the appropriate office. Serves as the contact person for the department.
2. Prepares correspondence, reports, develops forms, and schedules meetings in accordance with office operating procedures. Will utilize Microsoft Word and Excel.
3. Answer telephones and provide information to callers or route calls appropriately.
4. Coordinates and oversees the purchasing processes and procedures. Maintains and completes purchase order as necessary. Will track department revenues.
5. Maintain department calendar of absences, activities, and meetings.
6. Schedule meeting rooms at Klamath tribal office and maintains Council calendar.
7. Will prepare travel advances for the department. Make travel arrangements for department director and Tribal Council. Ensures appropriate documentation is submitted to Fiscal.
8. Maintains filing system. Files documents and retrieves them upon request from an electronic filing system. Develop new filing systems as needed.
9. Perform data input. Reviews data and develops reports as necessary.
10. Coordinates and schedules program/project meetings. Prepares agendas as directed and compiles meeting materials, sends notices, and required to take minutes.
11. Responsible for department office equipment. Will set-up repair and replacement as necessary. Work with vendors to ensure maintenance agreements are honored. Also maintain department inventory.
12. Responsible for ordering and storing all office supplies.
13. Process department staff time sheets and vehicle mileage forms.
14. Will maintain calendar of employee performance evaluation and schedule with appropriate supervisory when due.
15. Assist with the preparation of project budgets and budget narratives.
16. Monitors project budgets using the Tribe’s accounting software/database.
17. Monitors account balances and updates Director on a regular basis.
18. Supervises and assigns clerical duties to Council Operations Assistant and clerical staff.
19. Prepares for meetings, compiling packets, records, transcribes, and edits the Yurok Tribal Council meeting minutes and other meetings as required.
20. Disseminates Council meeting notices.
21. Responsible for dissemination of Council action and directives to Tribal departments.
22. Responsible for reviewing the Department packet information for accuracy, format, and completeness for submission to Council agenda.
23. Assists COO with coordination of special events such as Annual Membership meeting, Honoring events, Winter Celebrations, Town Halls and Council Special events.
24. Assumes duties of the Council Operations Officer while the COO is on travel or on leave to ensure department is running effectively and efficiently.
25. Performs other assigned duties as may be required to meet needs of the Yurok Tribe.

Minimum Qualifications

EDUCATION/EXPERIENCE:
1. G7: Highschool diploma or GED with five years specified experience.
2. G8: Bachelor’s degree in related field with one year job specified experience.
3. Employee must be willing to acquire any special certifications or attend any training that is determined to be relevant or becomes required of the position in the future.
4. Candidates with equivalent combinations of education, training and experience will be considered.

MINIMUM QUALIFICATIONS:
1. Ability to keyboard 40 words per minute.
2. Advanced computer skills that include a working knowledge of Microsoft Office and electronic filing.
3. Experience working with little or no supervision.
4. Advanced knowledge of general office management skills.
5. Advanced knowledge of budgets, financial spreadsheets, reporting, policy and procedure, and fiscal processes.
6. Must understand the meaning and responsibility of confidential information.
7. Ability to communicate tactfully with employees, general public, and Council.
8. Ability to set priorities, meet critical deadlines, and review information for accuracy, format, completeness and compliance with the policies and procedures.
9. Experience with supervising employees.
10. Recognition that in order to serve Yurok People one must know as much as possible about Yurok history, culture and values.

SUPERVISORY RESPONSIBILITIES:
Performs the full range of supervisory duties and responsibilities. Plans work of subordinates based on priorities, nature of assignment. Develops work performance plans and evaluates the performance of subordinates. Provides advice, instruction, and guidance to subordinates on work and administrative matters. Effects disciplinary actions and determines developmental training needs of employees. Supervises subordinate employees including assigning and reviewing work, evaluation performance, training, taking necessary disciplinary action and making hiring and termination decisions. Use and promote a team approach to management and ensure accountability throughout the workplace.

Other Qualifications

CONDITIONS OF EMPLOYMENT:
1. All applicants are subject to the Tribe’s Drug and Alcohol Policy including pre-employment screening.
2. All applicants will acknowledge and follow all Yurok Tribe personnel and other policies and procedures.
3. The Yurok Tribe is an equal opportunity employer who exercises Indian preference; Indian Reorganization Act of 1934 (Title 25, USC, Section 472).
4. Valid state issued driver’s license and/or the ability to obtain a California driver’s license. Must be insurable on the Tribe’s insurance policy.
5. Must pass a background investigation and fingerprint clearance.
6. Position could require travel and occasional work outside of regular work schedule.