Executive Secretary

Definition: Under limited supervision of the department Director provides high level administrative assistance to the Director regarding a variety of administrative tasks that support the departments overall goals and objectives. At the discretion of the Director also provides administrative support to other management level positions within the department. Provides direct support to the Director regarding all aspects of the department functions. Acts as a mentor role-model and leader to the clerical and administrative staff. This job class is treated as FLSA non-exempt.

Distinguishing Features: The Executive Secretary job class differs from the Secretary job class by providing higher level direct support for routine and special projects to the department Director and at the Directors discretion other department management positions. Clerical and administrative staff mentoring and supervision responsibilities may be a required task.

Essential Functions: Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

1. Supervision: Assists with the routine supervision of assigned clerical and administrative staff members (if applicable) including approving work time for direct reports.

• Prioritizes and coordinates staff workflow.
• Provides administrative related staff training and assistance as needed and coordinates clerical and administrative in-house staff training and development.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.

• Assists with cross training Clerk Senior Clerk and Secretary staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical and administrative staff mentoring and training with emphasis on improving department operations decreasing turnaround times streamlining work processes and working cooperatively to improve the quality of department services.

• Researches compiles and analyzes data for special projects and various reports as assigned.
• Maintains and updates resource materials.
• Assists the Director with developing memoranda letters reports and special project presentations for Tribal Council meetings Directors meetings public hearings and other project-specific meetings.

• Acts as a Time Approver for the PeopleSoft Time & Labor processes.
• Processes PeopleSoft Financial requisitions.
• Provides limited signature authority at the discretion of the Director.
• Provides non-complex department decision-making authority at the discretion of the Director.
• Coordinates all department training activities.
• Coordinates department meetings and Director activities as assigned.
• Provides assistance with the annual department budget process including compiling data assisting with forecasts creating the budget presentation and any required follow-up.
• Recommends both commendation and disciplinary actions as personnel related situations warrant.
• Maintains the department and Directors Confidential files as required.
• Coordinates use of the department Purchasing Card (P-Card) and maintains all documentation regarding P-Card use.

• Knowledge of the history culture laws rules customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of principles of personnel management and policy formation.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies practices and procedures.
• Knowledge of computerized office systems.
• Knowledge of the principles and practices of employee supervision including training and performance evaluations.

• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill multitasking and demonstrating creative thinking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill reviewing the work of others to ensure accuracy and conformity with department policies and procedures.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.

• Ability to type on the computer 50 net words per minute.
• Ability to speed-write take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service while working effectively and calmly in a high-stress work environment.
• Ability to clearly communicate verbally and in writing.
• Ability to take and accurately prepare meeting notes.
• Ability to adapt to changing work situations and assignments.
• Ability to respond to inquiries in a timely accurate and courteous manner.
• Ability to identify problems and analyze alternatives in order to develop viable recommendations for projects and assignments.
• Ability to read comprehend interpret and follow complex verbal and written instruction
• Ability to produce effective business correspondence and reports using proper sentence structure punctuation grammar and spelling.
• Ability to work under pressure by handling significant problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Directors attention
• Ability to define and solve problems collect data establish facts and draw logical conclusions.
• Ability to lift & carry 25 lbs.

• Education: Graduation from High School or a GED equivalent required.
  • For enrolled Community members without a GED must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

• Experience: 3-4 years full-time work experience performing secretarial and administrative tasks with 1 year work experience that includes lead or supervisory responsibilities required.
  • Office Practices Certification preferred.
  • Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
  • Must be able to demonstrate typing skill at 50 net words per minute using a computer.
  • May be required to demonstrate proficiency in taking dictation speedwriting or note taking for some positions.
  • May be required to demonstrate proficiency with MS Windows and MS Office computer software.

• Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19 Underfill

• May be required to work beyond normal work hours including nights weekends and holidays.
• Employees in and applicants applying for jobs providing direct services to children are subject to the Community Code of Ordinances Chapter 11 Minors Article X. Investigation of Persons Working With Children.