Executive Assistant - HHS
Executive Assistant - HHS
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Job Description
POSITION TITLE: Executive Assistant HHS
DEPARTMENT: Health & Human Services (HHS)
LOCATION: Longview WA
REPORTS TO: Executive Director HHS
FLSA STATUS: Exempt; Full-Time
WAGE RANGE: $79976 - $95888
CLOSING DATE: July 21st 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:
This position provides high-level support that enhances the effectiveness of the executive leadership of the HHS executive team. This position requires anticipating the executive teams needs for special projects and key issues related to the Department. Achieves results through direction assistance and coordination of activities and Department operations. The position requires professionalism in all interactions with internal and external customers and assisting with special events or projects. Must adhere to HIPAA and confidentiality requirements. Honors and represents the mission vision and values of the Cowlitz Indian Tribe and the HHS 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:
- Creates and maintains a tracking calendar for the Executive Team and sends reminders for follow-up issues.
- Coordinates travel arrangements for the Executive Team including flight selection accommodations and transportation as needed.
- Prioritizes tasks and appointments for the Executive Team.
- Compiles edits and finalizes monthly and annual reports for the Executive Director.
- Reviews departmental reports program surveys studies and miscellaneous information to keep the Executive team informed of significant findings.
- Conserves the Executives time by reading researching and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Reviews assigns and develops drafts of correspondence policy statements position papers and other official documents for decisions and further action by the Executive Team.
- Assists in the resolution of operational issues between programs and reorganizational planning of departments.
- Tracks and coordinates all related Tribal resolutions for the department.
- Responds and tracks inquiries including receiving and resolving complaints from the public and tribal employees.
- Review update and create HHS executive leadership forms to meet standards and convert them into fillable PDFs for better usability.
- Manages the Executive Directors calendar.
- Acts as liaison between the HHS Executive team department heads Health Board or Tribal Council.
- Coordinates special events and activities for HHS.
- Attends meetings and community functions addresses groups and prepares written and verbal presentations and reports as directed by the Executive Director.
- Coordinating the Management Team agenda taking minutes and following up with assigned tasks including committee and workgroup reports.
- Provides assistance and guidance in interpreting policies practices procedures programs and systems of a professional and technical nature.
- Orders office supplies and manages office resources for the Executive Leadership team.
- Completes all legal review requests submits to the legal team and maintains a log in real time.
- Maintains and tracks online learning and document management systems.
- Coordinates agenda development with Tribal boards or Tribal Council staff and directs staff activities in preparation for council meetings board and committee meetings.
- Adapts to changes in safety protocols and procedures.
- Works collaboratively in a team environment to achieve shared goals.
- Performs other duties as assigned.
Knowledge Skills and Abilities:
- Knowledge of the traditional form of government and tribal customs and traditions.
- Knowledge of business English proper spelling grammar punctuation and basic arithmetic.
- Knowledge of the quality improvement process.
- Knowledge of office functions procedures and policies.
- Skill in operating various word-processing spreadsheet and database software programs in a Windows environment including electronic health care systems.
- Skill in treating internal and external customers with tact courtesy and respect.
- Skill in maintaining confidentiality.
- Ability to maintain confidentiality.
- 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.
Minimum Qualifications:
- Associate degree business management
- Five years experience as an executive-level assistant.
- Intermediate level experience utilizing all Microsoft Office Suite products specifically Word Excel PowerPoint and Outlook.
- 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.
- Has not been found guilty of charged with received a deferred sentence received a conditional discharge of or entered a plea of not contest to or entered a plea of guilty to any one felony or misdemeanor crimes of violence sexual assault molestation exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.
Physical Demands:
While performing the duties of this job the employee regularly is required to sit; use hands to finger handle or feel; and communicate effectively. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.
Work Environment:
Work is generally performed in an office/clinical setting with a moderate noise level. Employees may be exposed to unpleasant odors bodily fluids bloodborne pathogens and infectious diseases. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.
Employment Type
Full Time
