Executive Administrative Assistant

Announcement #

2024-199

Issue Date:

07-03-24

Closing Date:

07-11-24

Executive Administrative Assistant

Grants & Contracts

Department of Finance

Hourly Wage: $20.10/Regular/Full-Time

Responsible for performing a variety of highly specialized administrative office support work in Grants and Contracts. Plans and organizes the office workflow to meet deadlines according to established policies and procedures.

Develops and maintains record keeping systems; prepares and maintains financial documents; provides confidential secretarial services; and is self-motivated and detail oriented. Demands a high degree of organizational and interpersonal skills, and the ability to communicate effectively with staff and the public. Greets and helps the public, Yakama Nation programs, co-workers, and various outside agencies to ascertain the nature of business, manage, and disseminate incoming and outgoing documents for Grants and Contracts.

Examples of Work Performed:

Assists with the Tribal calendar, arranges appointments, conference calls, schedules meetings, prepares necessary materials, sits in on meetings as requested, taking meeting minutes and preparing into final form. Distributes as required and/or keeps Grant and Contract Administrator informed of important items requiring immediate review and action as requested.

Conducting research, collecting data, and preparing briefs for consideration and presentation by executives, committees, and board of directors.

Perform general office duties including opening, sorting, and distributing incoming correspondence, including faxes and email, ordering office supplies, maintaining database systems, and performing basic bookkeeping work.

Executes routine functions within the executive landscape by providing flexibility and technical assistance to inquiries using discretion and sound judgement.

Develop and carry out an efficient documentation and filing system that meets the needs of the office.

Runs errands and obtains signatures for routine documents.

Assists with leave audit preparation and maintains an up-to-date timekeeping record-system.

Assists with the process of generating purchase orders, journal entries, travel authorizations and budget modifications for Grants and Contracts.

As directed, types memos, creates forms, prepares committee actions, resolutions, and reports including confidential and technical documents.

Answers and screens telephone calls and routes call to the correct person or YN program/department as needed.

Reviews and logs incoming documents, obtains signature after reviewing for accuracy and compliance to established protocol with policies and procedures.

Creation and maintenance of a standardized records management system that ensures both security and protection of records.

Complete assigned duties to ensure work is accurate, neat, and in conformance with all policies and procedures.

May be designated to work on special projects as directed by Grant Administrator.

Must dress appropriately and professionally.

May be assigned new duties and tasks not included on the job description to ensure executive priorities are met, organizational goals are achieved, and best practices are upheld.

May assist others by liaising with other Grants and Contracts staff on various projects and tasks, as requested by supervisor.

Knowledge, Skills and Abilities:

Knowledge of computer use in Microsoft Office products including Word, Excel, PowerPoint, and Access.

Knowledge and understanding of YN Financial Accounting System.

Knowledge and understanding of YN Timekeeping System.

Ability to complete tasks with minimum supervision and sound judgement.

Ability to demonstrate a high degree of personal integrity, professionalism and maintain strict confidentiality.

Ability to establish and maintain effective working relationships with other department staff, supervisors,

managers, elected officials, and general public.

Ability to remain flexible to changes in assignments or situations, priorities and handle frequent interruptions.

Ability to understand and apply available guidelines to varied operational requirements and to follow clearly stated oral and written instruction.

Ability to meet the public, address problems, issues, and complaints tactfully, courteously, and effectively.

Ability to perform typing work at an acceptable level of proficiency, as required by the position.

Ability to demonstrate professional telephone etiquette skills and communicate effectively both orally and written.

Ability to multi-task and pay attention to detail.

Ability to maintain punctuality and attendance.

Ability to exercise independent initiative and judgement.

Ability to work under stressful conditions and demonstrate good morals and habits.

Minimum Requirements:

Must have high school diploma or GED equivalent required.

Two years of experience as an Office Assistant V or other qualifying experience based on previous positions of employment.

Must present a highly professional image and outstanding customer service to internal and external clients.

Must pass a pre-employment background check.

Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.

Required to pass a pre-employment drug test.

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.