Job Description

Job Announcement: HR2025:20

Position Title: Executive Assistant

Advertising: Publicly

Department: Community Services

Division: Community Services

Immediate Supervisor: Division Director-Community Services

Department Director: Division Director-Community Services

Employment Status: Exempt

Position Type: Regular Full-Time

Mandatory Reporter: Yes

Background Check Required: Yes (child-sensitive)

Opening Date: Friday, February 21, 2025

Closing Date: Friday, March 7, 2025 by 5:00 p.m.

Preference shall be given in accordance with the Title 33 (Tribal Employment Rights) of the Tribal Code/DFWP.

Overall Objectives of Position

The Executive Assistant performs a variety of advanced clerical functions in support of the Division Director-Community Services. This job description is not an all-inclusive list of duties and responsibilities of this position. The Executive Assistant is expected to perform all duties and responsibilities necessary to meet the goals and objectives of applicable programs.

The Executive Assistant is expected to live the Purpose and Values of the Poarch Band of Creek Indians and will go beyond the call of duty.

Primary Responsibilities of the Executive Assistant

Provides clerical and administrative support functions including preparing, typing, and proofreading a wide variety of correspondence and reports. Greets the public/staff and answers phone calls, providing people with proper information and data, directing people to appropriate offices, and assisting with tribal member complaints. Inputs purchase orders and handles all ordering for the Division Director. Maintains and updates inventory of supplies including ordering, processing, storing, and distributing supply orders. Assists the departments within the Community Services Division (Cultural, Education, Boys and Girls Club, and Recreation). Assists with planning of the Cultural Exchange and Oklahoma Language Fair trips. Assist the Nurse as needed. Plans safety trainings with the Fire and Police Departments. Schedules and oversees safety trainings for the Division. Oversees the safety committee for the CSD. Plans Division events. Records and transcribes minutes of staff and other meetings with the Division as directed. Assists with the creation of Community Services Division Policy and Procedures. Creates quarterly and yearly reports on the Community Services Division and services provided. Assesses CSD programs for quality assurance. Assists with programs and events that are within the Community Division. Performs other duties as assigned by the appropriate person.

Day-to-day Responsibilities

Assists the Community Services Division Director and Community Services Division Senior Operations Director Assists department staff as needed. Maintain a budget for the Community Services Division. Assist other Division Directors, as needed.

Education/License/Certification and Experience Requirements

Bachelor's Degree in Business Administration or a closely related and/or a combination of related education and employment experience in a confidential office setting equivalent to four (4) years. Two (2) years employment experience in a confidential office setting required. One (1) year experience working with budgets, including required reports, budget modifications, etc. required. Must possess certification of "Mandatory Reporter Training" or obtain certification during the first week of employment. Must possess First Aid/CPR certification or obtain within the first ninety (90) days of employment.

Skills Required

Working knowledge of computers with the ability to work in a windows environment with various software programs such as Word, Excel,PowerPoint, etc. Must successfully pass required pre-employment computer skills exam. Demonstrated proficiency in English, spelling, punctuation, and basic writing skills. Must successfully pass applicable knowledge, skills, and abilities exams. Skilled in the operation of standard office machinery including a calculator, copier, facsimile, and other similar equipment. Strong organizational skills required. Demonstrated ability to establish workload priorities, multi-tasks, and balance diverse projects. High level of maturity and the ability to maintain confidentiality. Must be people oriented and relate well to people from diverse backgrounds.

Additional Requirements

Work odd and irregular hours, as needed. Must possess a valid state driver's license and an insurable driving record according to Tribal insurance guidelines. Must successfully pass the required criminal and character background check. Ability to travel and participate in required training, leadership development, and other events. Ability to adequately and successfully perform all duties and responsibilities of this position.

Every applicant must complete an application provided by Human Resources. A resume will not be accepted in the place of an application.

Please note ALL individuals selected for employment are required to complete a background investigation. Individuals being placed in positions designed as child-sensitive or data-sensitive must successfully complete a background check prior to employment.


INDIAN PREFERENCE, SPOUSAL PREFERENCE, OR FIRST GENERATION:


In the event more than one applicant meets the requirements, as stated in a job description, preference shall be given in the following order: (1) Tribal Member (2) First Generation Descendant of a Tribal Member (3) Spouse of Tribal Member (4) Indian (5) Non-Indian


In the event that a position of employment is funded in whole or in part my any federal grant and/or contract or other public funding, preference shall be given in the following order: (1) Indian (2) Non-Indian


In order to receive preference, the appropriate documentation must be submitted.


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