Executive Assistant II

We are currently looking for a Full Time Executive Assistant II to join our Family Support Executive Unit team located at the Colony Building.

Summary:
Provides administrative support for the Division and the Executive Officer. Responsibilities will include assisting with the coordination of files and records for the division. This position will also provide support to the Division Directors and managers as needed.

Responsibilities:
Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions
Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department
Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings
Provides coverage/assist with the front reception desk as needed
Schedules staff meetings, conferences, and events
Manages and orders office inventory, equipment, uniforms and/or other operational supplies
Creates and submits requisitions according to departmental needs
Maintains files, logs, and records
Assists as directed in budgetary expenditures
Creates and maintains the scheduling of division vehicle maintenance
Assists with timekeeping in the time management system as needed
Maintains management's calendar of appointments and staff meetings
Routes, logs, prepares and/or distributes incoming and outgoing mail
Prepares individual and group correspondence
Assists with the composition and preparation of routine correspondence, drafts, and narratives
Provides administrative support to the Executive Officer and above
Assists the division with internal forms including; delegation of authority, meal and mileage reimbursement, continuing education, equipment excess, etc
Assists with day-to-day operations of the division or facility
Updates and maintains division job descriptions, organizational charts, and employee records
Assists in the administration of federal grants and contracts
Completes all required departmental documentation
Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served
Scans documents into software
Participates in performance improvement activities to measure, assess and improve the quality of assigned work area
Maintains confidentiality, security, and integrity of data and information
Handles routine customer complaints and incidents, exhibiting the appropriate discretion to identify situations that require the attention of supervisory personnel
Ensures employees and resources complete assigned training and development
Provides guidance and or participates in the onboarding of new staff when necessary
Maintains knowledge of and enforce all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
Prepares weekly reports
Prepares monthly reports
Prepares quarterly reports
Prepares annual reports
Assists with all aspects of travel arrangements
- Coordinates travel arrangements
- May prepare and process travel requests, travel claims and check requests
- May compose and type trip itineraries
Provides first class customer service - courteous and helpful to all internal and external customer types
- Answers questions in a courteous and professional manner
- Greets and engages with a smile
- Determines needs, seeks positive experience and outcomes
Completes all training and development requirements and participates in continuing education opportunities
Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains general upkeep of work area and maintains a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
Maintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
Performs all other duties as assigned

Competencies:
Essential:
Able to follow instructions, both written and oral
Able to adhere to all scheduling and attendance requirements
Maintains strict confidentiality in all matters
Focus on a single task for pro-longed periods of time
Must be detail-oriented
Ability to work independently
Honesty, truthfulness, reliability, accountability
Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
Ability to multitask
Organizes work and assigned area logically and orderly
Define problems, collect data and establish facts
Works well within a team
Organizational and time-management
Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
Writes effective communications with team, departments, guests and management

Skills:
Essential:
Must be familiar with the Microsoft Office Suite of products
Printers and scanners

Experience:
Essential:
5 years directly related experience

Education:
Essential:
High School, GED or Equivalent

Nonessential:
Bachelors Degree in directly related field
Associates Degree in directly related field

Nonessential:
Bachelor's degree or additional years of experience in lieu of degree

Credentials:
Essential:
Pass general background check
Standard Driver's License

Working Conditions:
Essential:
Fast-paced
Works in an office setting
Pass pre-employment drug test
Sometimes bend, kneel, stoop, push, reach
Sometimes lift and or carry up to 25 lbs
Sitting up to 75% of shift