Executive Assistant

The Executive Assistant will work under the direction of the WEC and, when designated, serve as a representative for the WEC to assist them in staying up to date on current issues. Due to the nature of the position, this person must maintain an extremely high level of confidentiality at all times, both on and off duty. This position may require work outside of the regular work hours.

EDUCATION AND EXPERIENCE:

Preferred: Completed at least two (2) years in Business Administration, Management, or related field in an accredited College or University. May combine any equivalent combination of experience, training, and education.

Minimum: High School or General Education Diploma AND a minimum of 1-year experience in an increasingly responsible administrative/clerical capacity with a demonstrated experience serving in an entry-level capacity and a combination of education, training, and experience equal to 1 year can be substituted that must be documented.

KNOWLEDGE, SKILLS & ABILITIES:

1. Knowledgeable and skilled in correct spelling, grammar, and management procedures.

1. Skills to read, analyze, and interpret documents and write routine reports and correspondence.

1. Skills in communication, both oral and written, to interact with departmental staff, clients, officials, funding agencies, and other individuals regarding program and client matters.

1. Ability to evaluate and interpret data for the department.

1. Ability to interpret and follow program guidelines for the department and related programs.

1. Ability to navigate federal grant systems with little supervision.

1. Ability to operate software for letter processing and spreadsheets.

1. Ability to organize and maintain clear and concise records.

1. Ability to deal with stressful situations positively and professionally.

WORK ENVIRONMENT:

Work is primarily indoors but requires the incumbent to be in an outdoor environment when traveling between campus buildings and to other offsite departments. The incumbent may be exposed to frequent noise caused by telephones, office machines, and nearby oral communications among other personnel and/or employees.

PHYSICAL DEMANDS:

Physical ability to work in an office setting and operate office equipment. See in the normal visual range with or without correction; must be able to read computer screens and printed documents. While performing the duties of this job, the employee is regularly required to stand, sit, and use hands and fingers to operate office equipment. Light to moderate lifting is required.

SPECIAL REQUIREMENTS:

Possess a valid Oklahoma Driver’s License. Subject to a background check and drug screening. Must sign a Confidentiality Agreement and abide by confidentiality regarding the program. The Wichita and Affiliated Tribes hiring preference policy applies.

CORE DUTIES AND RESPONSIBILITIES:

1. Organizes, maintains, and reviews the filing system regularly to ensure the accuracy of files.

1. Screens office calls, visitors, and mail.

1. Submits purchase requisitions requests for payments and attaches all required supporting documentation.

1. Participates with special projects as assigned; assists in planning, coordinating, and implementing assigned programs and events; and monitors assigned programs.

1. Maintains responsibility for daily mail in/out log and delivering and mailing payments to vendors.

1. Purchases office supplies and office equipment for all staff in accordance with the Tribe's purchasing policies and budget. Tracks inventory and receipts of online orders.

1. Receives all incoming items (mail, faxes, applications, etc.) and distributes them to the appropriate Department to ensure receipt by the addressee.

1. Recommends improvements to workflow, procedures, and equipment and forms.

1. Keeps accurate records of purchases and tracks orders.

1. Keeps inventory of supplies and equipment and reports needs to direct supervisor.

1. Maintains appointment calendar for all department staff.

1. Assists staff in setting up meetings, workshops, classes, and training or other activities as needed for the department.

1. Performs all other duties as assigned.

SPECIFIC PROGRAM DUTIES:

• Provides administrative and clerical support to the WEC.

• Establishes, maintains, and secures record retention systems and files (including digitizing, updating, and disposal) of Official Tribal, Tribal Council meetings, Executive Committee meetings, and Tribal Government records.

Prepares agendas and plans for the WEC, various boards, and other meetings.

Receives, dates, opens, and prioritizes all incoming correspondence for the WEC based on contents and matters of importance as needed.

• Manages and maintains schedules for the WEC and notifies them of upcoming events, conferences, and meetings.

• Maintains information on the location and transfer of all files/records for future reference.

Creates and maintains a file system for WEC comprised of incoming/outgoing correspondence, meeting minutes, resolutions, working files, etc. Also, as needed, records files and prepares them for retirement and/or disposition in accordance with federal requirements.

Creates and maintains a secure tracking system for disseminating tribal documents as approved by the WEC.

Locates and researches files for specific information and prepares information gleaned from files when required. Maintains records of materials removed and by whom.

• Mentors and trains other clerical staff, including Administrative Assistant and Receptionist.

• This position serves as backup for answering phones in the reception area when the Receptionist and Administrative Assistant are absent.

Performs other duties related to the position as necessary or as assigned.

$17.71 to $23.94 hourly