Commitment to Citizen ServiceService encompasses all aspects of the Pokagon Band of Potawatomi Indian's governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions. Position Summary: This position is responsible for the overall administrative support functions for the Department of Administration. This position has access to and regularly works with information of the most sensitive, highly confidential, strategic, and critical in nature. Essential Functions:
- Provide the overall direction, coordination, evaluation, coaching, and development of staff. This includes interviewing, hiring, orienting, and training employees; planning, assigning, and directing work; providing timely feedback, appraising performance, and providing professional development opportunities; and rewarding and disciplining employees. Proactively address and resolve staff concerns and explore and implement methods and procedures for improving departmental workflow and service to Tribal Citizens.
- Provide for daily administrative support functions for the Government Manager.
- Coordinate team travel by booking flights, hotels, processing per diems, and the reconciliation of travel expenses and credit card receipts.
- Coordinate major meetings scheduled by preparing agendas, coordinating summary of meetings and distribution to appropriate stakeholders.
- Coordinate needed maintenance for the Tribal owned vehicles with purchasing department.
- Obtain fuel receipts for processing and distribute reimbursements.
- Capture meeting minutes and manage next step action log.
- Organize and manage various teams including Christmas Committee, etc.
- Plan Government team events.
- Assist the Government Manager annually with the Department of Administration budget and strategic plan.
- Manage facility use of the Community Center, Pavilion, Pavilion Kitchen, Gage Lake House, Crystal Springs for Government and Citizen Events.
- Prepare agenda requests for Tribal Council meetings.
- Manage Administrative building maintenance.
- Assist with the front desk duties of the Administrative Assistants in greeting guests and answering phones.
Non-Essential Functions:
- Perform other related functions as assigned.
Equipment:
- Standard office equipment.
- Systems used: MS Office applications and Internet.
Position Requirements:
- An Associate's Degree or two (2) years of college credit in Office Administration, Business Administration, or a related field from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education is required. Additional two (2) years of experience in lieu of education may be accepted.
- Minimum of four (4) years of executive secretarial or office management experience is required.
- Minimum of two (2) years of experience supervising employees and managing budgets is required.
- Two (2) years of event planning experience is required.
- Proficiency with MS Office applications.
- Strong delivery of service and good communications skills, both oral and written; excellent project management skills is required.
- Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment is required.
- Excellent presentation and interpersonal skills; strong ability to speak effectively and respond to questions in individual and group settings.
Indian Preference:
- Pokagon Band Preference Code applies.
Physical Requirements:
- Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
- Frequently required to use hands and fingers to operate equipment.
- Frequently required to talk and hear.
Work Environment:
- General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
Competencies:
- Continuous Learning
- Acting with Empathy and Compassion
- Performance Management
- Organizational Savvy
- Project Management
- Exemplifying Integrity