Tribal Council Administrator

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POSITION SUMMARY:

The Tribal Council Administrator is the official record keeper and administrative support for the Wilton Rancheria Tribal Council. This position shall be responsible for all executive-level assistance to the Tribal Council and ensuring a complete and accurate account of all matters transacted during Tribal Council and General Membership meetings.

ROLES & RESPONSIBILITIES :

• Required participation in all Regular, Special, and General Tribal Council meetings.
• Coordinates with Executive Management, the Tribal Chairperson, and the tribal Vice Chairperson regarding meeting schedules, the Tribal Council agenda, and agenda information; prepares the official agenda for Tribal Council meetings.
• Coordinates Tribal Council action items from Tribal Council minutes with Executive Management for timely follow-through.
• Prepares, handles, and distributes all Tribal Council correspondence.
• Coordinates and executes routine correspondence and materials for distribution, including preparation, photocopying, faxing, and mailing.
• Maintains accurate meeting minutes of all business transactions at Tribal Council meetings, including a roll call record of each Tribal Council member's votes on all matters.
• Ensure any new or updated legislation is uploaded to the Tribe's website and update any hard copies.
• Draft and distribute correspondence on behalf of the Tribal Council to the Tribal membership and the general public.
• Maintains records of all business transacted in executive session.
• Responsible for the maintenance, accuracy, and follow-up of all official files, records, and actions of the Tribal Council.
• Shall work with the Tribe's counsel to prepare all proposed resolutions and ordinances for the Tribal Council.
• Responsible for sending out all notices of the Tribal Council meetings within a reasonable time frame.
• Work with the Vice-Chairperson to safeguard all recordings of meetings.
• Provide a written record of all meeting minutes within 24 hours after meetings.
• Provide support to Tribal Leadership and staff in organizing and executing Tribal Members, staff, and community events.
• Performs liaison duties with the other branches of the Tribe.
• Shall be responsible for booking all travel arrangements for Council Members.
• Will prepare all food and drink orders for Tribal Council meetings.
• Order and organize appropriate office supplies, equipment, furniture, and other materials to furnish the Tribal Council office space.
• Ensure effective communication with the Tribal Council regarding special events or community gatherings.
• Oversee efficient financial reporting, including credit card and receipt reconciliation and budget updates.
• Shall perform such other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Skilled in Microsoft Office suite.
• Experience using graphic design tools and software (Canva, Photoshop, etc.).
• Experience using Constant Contact and other digital mailing programs.
• Effective oral and written communication at all levels, demonstrating mastery of the English language.
• Knowledge of office management procedures and best practices.
• Strong organizational and multitasking skills.
• Attention to detail and a high level of accuracy.
• Strong communication skills, especially relevant to the American Indian/Alaskan Native population.
• Ability to work without consistent, direct oversight to ensure that tasks are accomplished, and deadlines are met.
• Ability to communicate and work effectively with people from diverse socioeconomic backgrounds and education levels.
• Ability to prioritize and plan work activities and develop realistic action plans, effective time management skills.
• Ability to maintain professionalism in all aspects of work; always exhibiting high levels of discretion and good judgment.
• Ability to work under pressure, independently, and as a team player to complete tasks promptly and efficiently.
• Discretion and the ability to handle confidential information.

QUALIFICATIONS:

• High school diploma or GED required.
• Previous experience as an executive assistant or in a similar role.
• Knowledge of Tribal communities, specifically the Wilton Rancheria Tribal community preferred.
• Possession of a valid driver's license and transportation, which must be insurable under the Tribes auto insurance policy, is required.
• Must pass a background security check prior to employment.
• Must pass a pre-employment drug screen and random drug tests as requested over the course of employment.
• Must be able to travel and work evening hours and weekends.

HIRING PREFERENCE POLICY:

Among qualified applicants, preference is given to Wilton Rancheria Tribal Members, then to spouses of Wilton Rancheria Tribal Members, and other Native Americans. All applicants claiming preference must submit verification of their Native American heritage.