HR Executive Assistant/HR Generalist

POSITION TITLE: HR Executive Assistant/HR Generalist
DEPARTMENT: Human Resources
LOCATION: Longview WA
REPORTS TO: Director of Human Resources
FLSA STATUS: Exempt; Full-Time
WAGE RANGE: $38.45 - $46.10 per hour

CLOSING DATE: July 7^th 2025

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card a letter from your Tribe stating your enrollment or BIA 4432 and/or DD214.***

Position Summary:

Enhances the executives effectiveness by providing professional information management support to the Director of Human Resources. Gains results through direction assistance and coordination of activities. Maintains professionalism in all interactions with internal and external customers. Coordinates and prepares HR packages for Tribal Council consideration. Assists the Director and the Human Resources Department with managing HR projects budgets and grant management. Creates communication plans and drafts for effective organizational change management. Reviews facilitates approval and documents employee requests for reasonable accommodation. Provides back-up and support to the HR team at a high level as necessary. Honors and represents the mission vision and values of the Cowlitz Indian Tribe and the Administration department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Reviews and approves or modifies requests for accommodation for employees with disabilities. Engages in interactive processes with Department Directors and employees to identify possible job modifications for employees. Ensures equitable options that meet business needs documents and communicates decisions and evaluates and modifies job modifications for effectiveness.
• Responds to HR inquiries including receiving and resolving complaints from tribal employees.
• Prepares the HR Director to address significant relevant HR-related activities throughout the Tribe.
• Conserves Directors time by reading researching routing and responding to e-mail correspondence. Collects and analyzes information to create draft letters forms and reports on behalf of the Director.
• Performs administrative duties to support the Director enabling them to be highly effective in executing their role; maintains the highest level of confidentiality for all information and records including but not limited to sensitive personnel information and actions financial data budgetary information projects investigations etc.
• Coordinates communication between the Director of Human Resources the Tribal Manager Tribal Council and internal teams and programs; maintains active communications with all programs and tribal entities as directed; maintains credibility trust and open communication with staff.
• Manages and monitors HR budget. Prepares purchase and payment orders and other pertinent paperwork for processing payments; maintains financial records.
• Creates and maintains organizational chart and FTE allotments using current human resources and budgetary data.
• Prepares correspondence packages & proposals reports notes agendas memos forms directories resolutions ordinances and other documents and communications from drafts recordings or verbal instruction as requested.
• Edits and reviews HR correspondence and documents for correct grammar punctuation and spelling.
• Manages prioritizes and maintains email calendar and appointments for the Director ensuring timely responses; informs the Director of upcoming commitments; prepares the Director for meetings by communicating and providing information in advance.
• Reviews incoming reports surveys studies and miscellaneous documentation to inform the Director of significant findings.
• Manages all aspects of HR/Payroll grants. Prepares proposals monitors compliance and ensures adherence to funding requirements. Compiles annual budget and budget modification information; assists with updating budget reports and accounts payable records and provides the timely processing of receipts and expenditures.
• Supports the HR Director with market data and total compensation data collection and reporting as necessary.
• Provides guidance and responses to CIT management and staff on employee relations issues including workplace disputes complaints and policy interpretation.
• May assist the HR team with the investigation process through data collection note-taking and report compilation as needed.
• Coordinates and communicates with contractors and consultants.
• Works closely with the HR Director and the Payroll Supervisor on succession planning and the budget tracking process.
• Creates and manages an HR ticketing system assigning tasks to team members and tracking task completion.
• Reviews job descriptions to ensure accurate evaluation and rating.
• May assist or lead HR training as necessary.
• Completes and implements assigned projects. Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge Skills and Abilities:

• Knowledge of organizational change management.
• Ability to prioritize executive focus from a variety of requests.
• Knowledge of the traditional form of government and tribal customs and traditions.
• Ability to write or revise written materials into plain talk including business English proper spelling grammar punctuation and basic arithmetic.
• Ability to oversee office functions procedures and policies.
• Knowledge of applicable federal state county and local laws regulations and requirements in administering grants and contracts.
• Ability to work with employees managers and medical practitioners to determine reasonable accommodations to allow employees to perform the essential functions of their positions.
• Knowledge of compensation structures and understanding of market pricing.
• Skill in operating various word-processing spreadsheet and database software programs in a Windows environment.
• Skill in treating internal and external customers with tact courtesy and respect.
• Skill in analyzing problems projecting consequences identifying solutions and implementing recommendations.
• Skill in job description creation.
• Ability to gather data compile information charts and prepare reports.
• Ability to create effective presentations.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to be persuasive and tactful in controversial situations.
• Ability to maintain confidentiality in all work especially about employees confidential medical information.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.
• Ability to work independently with minimal supervision.
• Ability to interpret applicable tribal federal state county and local laws regulations and requirements.
• Ability to learn or improve knowledge of the Human Resources field including staying abreast of trends and innovations in the field.
• Ability to interpret and write employment policies.

Minimum Qualifications:

• Four years working in a Human Resources Team.
• Four years providing confidential administrative support to an Executive.
• A Bachelors degree in Business Administration Public or Human Resource Management or a related field may be substituted for two years of work experience.
• HR certification (PHR CDP or SHRM-CP) is desirable. THRP certification is preferred.
• Organizational Change Management certification preferred.
• A valid drivers license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CITs established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks education and employment verification.
• Federal state and/or tribal criminal history and sanction checks including fingerprint verification.

Physical Demands:

While performing the duties of this job the employee regularly is required to utilize computer equipment for extended periods. The employee must be able to give and receive communication effectively in person over the computer or in front of groups of people. The employee occasionally is required to sit stand walk and reach. The employee may occasionally be required to lift to 20 lbs.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Day travel may be required for training meetings conferences presentations and other events.