Executive Assistant

SALARY: $21.76 Hourly (NEGOTIABLE)
(Employees will receive 5% below the negotiated pay rate during their probationary status.)
Non-Exempt FIRST POSTING OPEN TO ONEIDA ENROLLED TRIBAL MEMBERS ONLY POSITION SUMMARY
Manage the technical and office administrative duties in support of Comprehensive Housing Division. Assist the Division Director in providing the necessary problem-solving skills, motivation, direction, and decision making for the individual business unit managers. Provide first line of contact for business unit manager's questions on budget inquires paperwork, policies and divisional rules and regulations. Continuation of this position is contingent upon funding allocations. DUTIES AND RESPONSIBILITIES:
1. Provide administrative support to the Division Director.
2. Maintain a positive working relationship with local, regional, state, and federal agencies and organizations involved in all issues.
3. Assist in the assessment, preparation, development and administration of annual budgets for the Division. Preparation of Managers meetings as well as assisting in conducting those meetings.
4. Assist in assessing and analyzing the future needs of all departments within the division. This includes but is not limited to, forecasting; preparation of new positions, develop questions for interviews, assessing the needs of the individual business units.
5. Assure effective communications are maintained within all departments of responsibility. Inform employees of plans/progress when needed and required. Conduct employee discussions at regular and unplanned intervals to resolve issues, questions, and general day-to-day duties and requirements and directives.
6. Coordinate and consolidate reports, i.e., annuals/semi-annuals, etc and ensure prompt submission to supervisor and Business Committee.
7. Investigate operational and/or administrative problems or complaints as directed by supervisor and report findings and recommend solutions to the supervisor and/or complainant.
8. Coordinate and collaborate with other departments of the organization in establishing and carrying out job responsibilities to include; Oneida Business Committee, Human Resources, Governmental, Gaming, Internal Services, Administration, Education and Training, Communication.
9. Coordinate and ensure appropriate departmental responses from the Division to the Business Committee. This includes action items, requests, follow-ups, directives and any areas of concern.
10. Research, compile and maintain reports as requested by supervisor; this includes graphs, statistics and general information. 
11. Participate on Special projects or task forces, utilizing problem solving analysis and decision-making skills necessary to bring resolve and solution to situations. Incorporate culture and heritage into management concepts for all Division Programs.
12. Set goals, develop strategies and schedule for meeting these goals.
13. Monitor and evaluate current process and procedures of the Division to ensure quality effectiveness and make recommendations for improvement.
14. Attend meetings in place of the supervisor as requested. This includes participating in discussion as requested, and to provide feedback to the supervisor.
15. Practice excellent customer service skills at all times to include, but not limited to addressing customer and employee needs courteously and promptly.
16. Adhere to all Oneida Nation Personnel Policies and Procedures, departmental Standard Operating Procedures, and Area and Program Strategic Plans and Policies.
17. Maintain strict department security, confidentiality, and quality to meet professional standards of the department.
18. 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 deemed necessary by the supervisor. PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
1. Frequently walk and sit.
2. Occasionally stand, lift and/or move up to twenty-five (25) pounds.
3. Work is generally performed in an office setting with a moderate noise level.
4. A Tuberculosis (TB) Screening and/or a 2 step TB Skin Test is required within thirty (30) days of employment. STANDARD QUALIFICATIONS:
1. Knowledge of modern office practices, procedures, and equipment.
2. Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
3. Knowledge of records management and basic accounting procedures.
4. Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment.
5. Ability to initiate action, direct the activities of individuals and groups, and adapts personal leadership strategies to different situations.
6. Ability to plan, conduct and participate in meetings in which the collective resources of the group members are used efficiently.
7. Ability to assign responsibilities and tasks to others and establish effective controls to ensure that employees have the necessary resources and authority to carry out assignments.
8. Ability to establish and maintain productive working relationships with staff, clients, management or other departments as well as external agencies necessary to effectively carry out job duties.
9. Ability to inform and communicate verbally and in writing in diverse and challenging situations.
10. Ability to process information effectively to learn new material, identify and define problems, and to make decisions.
11. Ability to plan, organize and schedule priorities efficiently and effectively.
12. Ability to be a team player and work under strict deadlines.
13. Ability to successfully cope with stressful situations and conditions.
14. Ability to be dependable and conscientious, possess initiative, self-motivated and capable of working independently.
15. Ability to communicate effectively in the English language, both verbally and in writing.
16. Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
17. Ability to write clear and concise reports, and compose memoranda, directives and letters; accomplish assigned administrative tasks.
18. Ability to work with minimal supervision.
19. Ability to carry out instructions furnished in verbal or written format.
20. Must adhere to strict confidentiality in all matters.
21. Must be willing and able to obtain additional education and training.
22. Must pass a pre-employment drug screening. Must adhere to the Nation's Drug and Alcohol-Free Workplace Policy during the course of employment.
23. Must pass a background security check with the Oneida Nation in order to meet the Employment Eligibility Requirements, Tribal/State Compact and/or Oneida Nation Gaming Ordinance as they pertain to the position. A temporary license or Gaming License issued by the Oneida Gaming Commission is required as a condition of employment and continuing employment within the Oneida Nation's Gaming Division.
24. A valid driver's license or occupational driver's license, reliable transportation, and insurance are required. Must obtain a Wisconsin driver's license or occupational driver's license within thirty (30) days of employment if applicant has an out-ofstate driver's license. Must be authorized as eligible to operate a Personal vehicle under the Oneida Nation's Vehicle Driver Certification and Fleet Management Law prior to actual start date. Must maintain driver's eligibility as a condition of employment. PREFERRED QUALIFICATIONS:
Applicants please clearly state on the application/resume if you meet these qualifications.
1. Bachelor's Degree in Business Administration, Communication or closely related field.
2. One (1) year of previous supervisory experience.
3. Knowledge and experience with NAHASDA Act 1996. MINIMUM QUALIFICATIONS:
Applicants please clearly state how you meet these qualifications on the application/resume.
1. Must be an enrolled member of the Oneida Nation.
2. Associates Degree in Business Administration, Communication or closely related field; two (2) years of previous executive level administrative experience; and/or equivalent combination of education and experience may be considered. ITEMS TO BE SUBMITTED: 1. Must provide a copy of diploma, license, degree or certification upon employment.