Executive Assistant to Senior Tribal Attorney
Summary of Functions
Provides highly sensitive, confidential administrative and legal assistant support to the Senior Tribal Attorney as needed. This is an extremely fast paced environment. Responsibilities require the exercise of independent judgment, effective time management, excellent written and oral communication skills, technical knowledge of the specific areas of assignment, overall Tribal activities, enterprise activities, HR and IT operations and governmental relations and communications. Confidentiality and discretion are a critical performance component.
Essential Duties and Responsibilities
Maintain strict confidentiality of all matters and use diplomacy in all situations.
Answer phones and direct calls as appropriate in a professional manner. Must be able to work well with others and treat others with respect, patience, and dignity.
Must have a demonstrated capacity to function, with minimal guidance, in a highly demanding fast paced environment and in the highest ethical manner.
Perform a variety of administrative duties as required to include strategic planning, budget drafting and managing in both the government and enterprise procurement process.
Must have a demonstrated ability to track budgets, maintain spreadsheets, track payments and correlate to contracts.
Assist with creating paper and electronic files for case tracking, meetings, and court hearings.
Monitor case file/client intake process including processing reports, assisting with billing, and creating contracts.
Monitor and manage incoming email correspondence for various email accounts including the Senior Tribal Attorney’s email account.
Perform scheduling and calendaring tasks and ensure the Senior Tribal Attorney has all documents necessary to complete client calls and/or meetings.
Process requisitions, reimbursements, travel, attorney licensing requirements, expense reports and other administrative support documentation.
Coordinate travel arrangements for attorneys as necessary.
Plan and organize meetings and events for the Legal Department both on and off-site.
Act as a liaison between the Senior tribal Attorney and staff.
Must have a demonstrated ability to use mathematical computations, account coding and experience with budgets , budgeting theories, and principles.
Effectively communicating information through verbal and written correspondence to employees, managers, clients, customers, and the general public, including writing memos, business correspondence and procedural manuals.
Exemplary communication skills must be provided to Kalispel Tribal Members, Tribal departments and Tribal Enterprises, Executive and Director level staff, coworkers, other governmental and outside agencies, vendors, and enterprise guests.
Serve as communication link between Senior Tribal Attorney, Departments, Enterprises and outside agencies and entities, public or private, whether through personal interaction, written correspondence, telephonic communication, email or otherwise.
Create, update, edit, proof, and prepare routine correspondence, financial documents, memorandums, lists and other documents.
Use proper formatting, terminology, spelling, grammar and punctuation in all correspondence and communications both internally and externally.
Maintain office supplies and equipment using a purchase order system. Prepare Purchase Requisitions as needed and reconcile credit card charges and general ledger (GL) codes.
Prepare agendas, attend weekly meetings, compose minutes, and distribute approved minutes as directed.
Maintain and update electronic and physical files on a regular basis to include case files and Resolutions.
Develop and distribute reports from information gathered by others.
Assist in processing timesheets and other requests for leave from internal department.
Collect, route and calendar incoming mail for legal department. Must have familiarity with service of process. Accept service of process for requests for information such as subpoenas for the Tribal Business Council, enterprises, and employees.
Maintain tickler file of due dates and follow-up dates on action items and assist in maintaining the Senior Tribal Attorney’s schedule.
Ability to work outside of usual business hours when needed.
Maintain a good attendance record.
This job description does not list all duties of this position. You may be instructed to perform other duties as assigned.
Supervisory Responsibilities
This position has minimal supervisory responsibilities. May assist in tracking attendance for legal interns and administrative support.
Other
Be available and willing to work any changes in hours deemed necessary for business levels.
May be required to be a panelist for Internal Review Hearings.
The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or as deemed necessary by the supervisor.
Education
Associate degree (A.A.) from a two-year college with an emphasis in Law Office or Business Management Administration, or a closely related field. Preferred bachelor’s degree (B.A.) or other advanced degree in related field.
Experience
Three to five years’ experience providing executive level administrative support with knowledge of the legal system and experience working in a legal setting
Familiarity with applicable procurement processes and contracts to track and process related invoices and billing.
Skills
Ability to type at least 60 wpm with proficiency.
Ability to work in a challenging fast paced environment dealing with sensitive issues.
Ability to develop and maintain effective working relations with departments, staff, and the public.
Ability to coordinate multiple tasks with excellent time-management skills
Demonstrated skills with redlining documents and taking minutes for meetings with numerous participants.
Skill and knowledge of standard office procedures and case management software.
Advanced proficiency with computer applications such as Microsoft Word, Outlook, Access, PowerPoint, Excel, Adobe Acrobat, West Law, and internet search engines such as Google.
Ability to use and assist in the use of copy machines, postage machines and other related office equipment.
Knowledge of a 24-hour, 7-day a week operation and familiarity with gaming regulations.
Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Skill in solving practical problems and dealing with situations where only limited standardization exists, with an eye for detail
Excellent organizational, communication, and leadership skills.
Ability to maintain confidentiality and demonstrate the highest of ethical standards.
Skill in identifying and resolving administrative problems under pressure.
Other Requirements
Responsible for maintaining consistent, regular good attendance.
Work nights, weekends, and holidays as required.
Obtain and maintain [License or Work Permit Level].
Valid driver’s license (must be in possession while operating a Tribal vehicle).
Able to obtain a Notary license.
Physical Demands
The physical demands described are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to stand; walk, use hands to finger, handle, or feel. Reach with hands and arms. Talk, hear, taste or smell. The employee is frequently required to climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 40 pounds and occasionally lift and/or move up to 50 to 70 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.
Work Environment
The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be exposed to tobacco smoke, flashing lights, and loud noises as found in a casino setting. The employee is occasionally exposed to moving mechanical parts, repetitive motions, extreme cold or extreme heat. The noise level in the work environment is usually moderate.
Hiring Preference
The Kalispel Tribe of Indians is an Equal opportunity employer. Consistent with federal law, the Kalispel Tribe of Indians applies Indian preference in employment. It is the policy of the Kalispel Tribe of Indians to give preference in hiring, promotions, and transfers into vacant positions to qualified applicants in the following order: 1) Kalispel Tribal Members; 2) Spouses of an enrolled Kalispel Tribal Member; 3) enrolled members of other Indian Tribes; 4) all other applicants.
General Sign-off
The employee is expected to adhere to all company policies.
At-Will Employment: Employment with the Kalispel Tribe of Indians is at-will and can be terminated with or without cause, and with or without notice, at any time, either at the option of the employee or the Kalispel Tribe of Indians.
Drug Testing: The Kalispel Tribe of Indians is a drug free workplace. All applicants are subject to drug testing at the time of hire and at unannounced times during employment.
Background Investigation: All candidates and employees may be subject to a background investigation.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
I have read and understand this explanation and job description.