Executive Assisstant

SCOPE OF WORK: The Executive Assistant is responsible for the fiscal accountability planning managing and coordinating administrative support of the Reservation Resources Department.

SUPERVISION: The Executive Assistant will be under the direct supervision of the Director Reservation Resources who will provide direction guidance and conduct performance evaluations.

DUTIES AND RESPONSIBILITIES:

1. Maintain accurate budgets and cuff accounts for all Program funds.
2. Conduct reconciliation of program accounts on a monthly basis.
3. Assist in preparation of budget modifications journal vouchers (JVs) drawdowns and other financial processes as necessary.
4. Consult with the Director on monthly expenditures and budget projections.
5. Prepare department billing and process payments for expenditures in a timely manner.
6. Prepare and process all mileage claims travel authorizations and expense reports in accordance with applicable policies and procedures.
7. Prepare and submit requests for payment and purchase order requests; ensuring all documentation needed for approval is created and attached.
8. Manage and monitor contracts for services agreements and review costs periodically for accuracy in billing and receipt of services.
9. Obtain equipment related quotes bids and submit orders for programs.
10. Conduct inventory of program equipment and maintain adequate supply of consumable office supplies.
11. Serve as first point of contact with the public seeking technical assistance and problem resolution with department-related issues.
12. Perform all phases of office support; filing typing data entry database maintenance and general clerical duties.
13. Provide information greet guests in a courteous and professional manner; screen visitors and schedule appointments to avoid interruptions.
14. Answer and route calls accordingly; take/relay messages.
15. Develop and maintain logs books and data for office visitors telephone calls incoming correspondence and other department data as needed.
16. Prepare correspondence memos and other documentation; exercising proper grammar and punctuation with limited guidance.
17. Assist with the diagnosis and advisement to user on appropriate action to resolve minor technical hardware and software issues.
18. Identify and escalate issues to Director that require urgent attention.
19. Assist with installation and perform minor repairs to hardware software or peripheral equipment according to design or installation instructions.
20. Monitor copiers in regards to supplies service orders and renewals; ensuring all are kept up to date ensure copy supplies are stocked and copier leases are maintained.
21. Update all forms telephone directories and documents.
22. Organize (manually and electronically) office information for quick and easy access of pertinent files.
23. Keep office in orderly fashion.
24. Perform other tasks assignments and projects which may vary according to the demands of the Department.

QUALIFICATIONS:

1. Possess a two (2) year degree in Business Administration Office Technology or Computer related field with five (5) years work experience in an office management accounting or bookkeeping experience preferred. A high school diploma with ten (10) years work experience in an office management accounting or bookkeeping experience required.
2. Proficient in Microsoft Office Applications (Word Excel Power Point Access).
3. Proficient in carrying out general office duties such as; filing typing transcribing with efficiency in office equipment (copy fax printers scanner and telephone) operation.
4. Solid command of basic arithmetic skills to perform calculations understand financial and payment history records.
5. Strong work ethic and organizational skills with special attention to detail and ability to operate under pressure and stress.
6. Understand and carry out both verbal and written instructions and request clarification when needed.
7. Excellent customer service skills and demonstrate professionalism; maintain tact courtesy composure and flexibility when dealing with a variety of personalities.
8. Valid drivers license and meet insurability requirements.
9. Pass appropriate background check

JOB REQUIREMENTS:

1. Demonstrate effective knowledge of the Standing Rock Sioux Tribe Financial Management Policy & Procedures Social Media Policy Personnel Policy & Procedures Records Manual and other related policies/codes.
2. Ability conduct research utilizing available resources to address questions and computer related issues.
3. Demonstrate effective understanding of computer internet E-mail and Social Media usage policy and procedures.
4. Ability maintain department calendar and coordinate meetings and appointments.
5. Ability to attend training sessions workshops and seminars as scheduled.
6. Ability to maintain a daily record of work order requests and interactions.
7. Ability to maintain current with system information changes and updates as necessary.
8. Ability to handle multiple tasks and assignments simultaneously.
9. Ability to prioritize work assignments based on daily objectives.
10. Ability to perform in a team environment at all levels.
11. Demonstrate understanding of confidentiality statement with knowledge of the penalties for any violations as it pertains to department information.

NOTICE:

SELECTED CANDIDATE(S) FOR STANDING ROCK SIOUX TRIBE POSITIONS ARE SUBJECT TO ALCOHOL AND DRUG TESTING. FAILURE TO ADHERE TO AND SUCCESSFULLY PASS THE ALCOHOL AND DRUG TESTING WILL CAUSE OF REVOCATION OF JOB OFFER.

No tribal housing is available. The position is located at the Tribal Administrative Service Center in Fort Yates ND.

How to Apply:Interested candidates can apply by submitting an application and/or resume online in-person or via email. Online Applications may be completed by visiting

In person applications can be submitted by visiting the Human Resource office during our regular business hours. Applications may also be emailed to