Administrative Assistant

FOR ENROLLED COWLITZ TRIBAL MEMBERS AND CURRENT CIT EMPLOYEES

POSITION TITLE: Administrative Assistant - Tribal Council
DEPARTMENT: Administration
LOCATION: Longview, WA
REPORTS TO: Tribal Council
FLSA STATUS: Nonexempt, fulltime
WAGE RANGE: $29.05 - $33.40 per hour DOE

Review Date: 4/23/2025

If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.

Position Summary:

Provides administrative support to Tribal Council with the expectation of maintaining utmost confidentiality and records management. Maintains professionalism in all interactions with internal and external customers. Honors and represents the mission, vision, values of CIT and Administration department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Coordinates and attends Tribal Council and other meetings and takes notes and minutes as requested; documents action items and decisions; informs department staff of any pertinent actions or decisions as requested; distributes information from Tribal Council to community members or tribal staff as requested.
• Arranges travel for Tribal Council, prepares and submits travel reimbursements and/or stipends; maintains travel information as necessary; manages the overall process for annual stipend election and payment process for stipends.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested; routes documentation and obtains required signatures.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling; draft agendas and minutes for Committee meetings as directed.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Provides written notification to Tribal Council Members on correspondence requiring their attention.
• Establishes and maintains an effective filing and retrieval system of Tribal Council correspondence, communication and information.
• Receives Tribal Council mail; sorts, logs, and routes mail.
• Provides support in the research, preparation, and management of business documents.
• Coordinates Tribal Council presentations and communications. Works with CIT department leads as a point of contact for Tribal Council related items.
• Prepares and approves email blasts as well as coordinates with Communication, IT and others, for communication that goes out to General Membership.
• Assists with the organization and updates to the Tribal Council portal for effective and efficient document retention via Teams, SharePoint or other similar platforms.
• Records Tribal Council meetings and provides edit suggestions; works with IT publish recordings via the portal.
• Represents the Tribal Council as a professional staff member; maintains strict confidentiality of all Council information.
• Maintains and operates office machines, equipment, and computers; performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Prepares physical packets for Tribal Council Meetings and also a virtual Adobe packet for those who are not present for the meeting.
• Prepares resolutions to be executed, uploads digital copies for posterity purposes and files originals in official files. Coordinates with the Legal Team as it relates to resolutions.
• Secures Captioners for meetings. Prints transcriptions for official books, uploads transcripts to TEAMS and submits invoices for Captioning services through Microix.
• Provides administrate coverage to COO and Tribal Leadership.
• Coordinates logistics (space, meals, equipment, etc.) with the casino, IT and others as needed to prepare for meetings.
• Prepare for large meetings such as General Council. Coordinates with Secretaries and other Admin for large meeting projects.
• Assists in administrative functions as it relates to Elections and Candidate Selection.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of relevant laws, regulations, and rules pertaining to the Cowlitz Indian Tribe.
• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment.
• Skill in treating internal and external customers with tact, courtesy, and respect.
• Skill in analyzing problems, projecting consequences, identifying solutions, and implements recommendations.
• Ability to gather data, compile information, and prepare reports.
• Ability to create effective speeches and presentations.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to be persuasive and tactful in controversial situations.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• High School Diploma/GED.
• Three years of administrative experience.
• Experience working within American Indian and/or Alaska Native communities preferred.
• Valid driver's license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT's established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.

Physical Demands:

While performing the duties of this job, the employee frequently is required to talk and hear. The employee frequently is required to use hands, wrists, and fingers associated with computer equipment. The employee will occasionally walk and stand and reach with arms and hands. The employee may be required to sit for extended periods of time. Normal visual acuity is required by this job. The position requires occasional lifting of 20 lbs.

Work Environment:

Work is generally performed in a typical interior/office or courtroom environment. Noise level is usually minimal. Travel within the local communities and in or out of state may be required. Extended hours and irregular shifts may be required.