Dnr Executive Assistant In-House

VACANCY ANN#: STOI25039
TITLE: DNR EXECUTIVE ASSISTANT (INHOUSE)
DEPARTMENT: DNR
SUPERVISOR: DNR DIRECTOR
LOCATION: WELLPINIT WA
STATUS: FULLTIME NONEXEMPT
RATE OF PAY: UP TO $27.34 / HOUR
OPENING DATE: APRIL 28 2025
CLOSING DATE: MAY 5 2025

INTRODUCTION:
The DNR Executive Assistant will oversee the Department of Natural Resources program which are supported by a staff of approximately one hundred full time and seasonal employees. The incumbent will serve as an assistant to the Director and Assistant Directors for the department. 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 provide assistance to program managers. The incumbent ensures coordination between DNR programs Tribal and outside agencies to provide better arrangements meetings workshops and telephone conferences. The incumbent will monitor DNR Cuff account. The incumbent will assist the Wildlife Program Manager and Land Acquisition Specialist with records tracking and records filing within the New Land Acquisition portion of the BPA MOA.

MAJOR DUTIES AND RESPONSIBILITIES:
The incumbent is expected to exercise mature and common judgement initiative and resourcefulness in carrying out the responsibilities of this position
Ensure the confidentiality of all information obtained is kept in a locked file cabinet when not in use and all incoming information regarding consumers is kept confidential
Assist DNR staff as needed with phones mail copies computers supplies travel arrangements and other necessary needs
Provide support and assistance to the community to ensure that their needs are met
Coordinate Directors activities appointment book travel arrangements staff meetings outside agency meetings workshops and trainings
Closely monitor DNR budget to ensure that preauthorization and obligations are met and that funding levels are sufficient
Prepare annual budget revisions purchase orders vouchers requests reimbursements internal invoices ensure that invoices are paid and maintain cuff account
Ensure that all DNR staff timesheets are correct signed alphabetized and turned into the Payroll Clerk in a timely manner
Ensure that all outgoing mail is delivered to the Tribal office daily. Pick up the incoming mail from the Tribal office and post office daily
Maintain the security and safety of the Department of Natural Resources clients staff and buildings. Ensure that the buildings alarm systems are running accurately. Ensure that maintenance is done on all systems in the building to ensure the safety of clients and staff
Maintain schedule and prepare the DNR conference room area to accommodate all types of meetings conference calls etc.
Maintain Copy Room cleanliness including coffee pot utensils plates etc.
Develop implement and monitor complex filing systems
Order supplies when needed
Type memos letters leases reports etc. and distribute
Proper use of Internet and email
Monitor office equipment inventory and supplies
Monitor maintenance of DNR buildings equipment and DNR vehicles
Monitor auto/equipment sign out requests
Maintain updated departmental forms available such as leave forms travel mileage timesheets status changes etc.
Work with the Land Acquisition Team to track documents for the successful purchase of lands through the BPA MOA
Assist in the preparation of reports presentations and other documentation to support the Spokane Tribes land and acquisition efforts and decisionmaking processes
Maintain accurate and uptodate records of the Tribes land assets that are purchased through the BPA MOA
Develop and implement tracking system and processes for managing and analyzing where each parcel of land is within the initial purchasing process

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

Demonstrate strong leadership skills and ability to prioritize
Knowledge of Spokane Tribe of Indians Fiscal management
Knowledge of Spokane Tribe of Indians Policies and Procedures
Computer skills
Ability to read analyze and interpret incoming documents
Ability to communicate effectively to the community you serve
Ability to apply principles of logical thinking to a wide range of problems
Ability to deal with nonverbal symbolism
Be available for training as deemed necessary
Oral discussions with immediate supervisors

MINIMUM REQUIREMENTS:
10 years experience in office management or related

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

Confirmation receipt of online submission and interview status will be sent to the applicants email address used in applying. Applicants are responsible to regularly monitor their emails for application / interview status.

Contact: Sabrina McCoy or Kammi Rosenbaum
or
Email:
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 PreEmployment Drug Test
All Positions with the Spokane tribe of Indians are subject to a 90day orientation period

Required Experience:

Manager