Secretary to the President

Office of the President · Juneau, Alaska
Department Office of the President
Employment Type Full Time
Minimum Experience Mid-level
Compensation $23.79 - $30.34

POSITION DESCRIPTION
Secretary to the President

 

INFORMATION
Job Class: Specialist 
Department: Office of the President

Type of Position: Non-Exempt
Location of Work: Juneau, AK

Covered Position: Yes
Salary Grade(s): 8-9

Prepared by: H. Gatti/ J. Wise
Hours of Work: M-F, 8:00 am – 4:30 pm 
Employment Category: Regular, Full-Time

Effective Date: 9.1.2021

 

PURPOSE
The Secretary to the President will provide administrative support for the President of Tlingit & Haida, coordinate the President's meeting schedule and travel plans and coordinate public and staff related events.

 

REPORTING RELATIONSHIPS
Reports To: OTP Manager
Supervises: Up to 4 clerical and casual employees
Liaison To: The President

 

ESSENTIAL FUNCTIONS
• Handle all incoming calls to the President
• Record and advise the President of any client complaints and assists in the investigation of these complaints
• Make travel arrangements for President and, at times, the Executive Council and Executive Team
• Process check requests for travel, bills and per diem for the President
• Complete travel reports and process monthly credit card statements for the President and OTP Manager
• Keep calendar appointments for the President
• Maintain account and password records for the President and the Office of the President
• Create and organize a variety of correspondence and other documents, including electronic signature application at the direction of the President
• Assist the OTP Manager in monitoring budgets
• Assist the President in the development and management of computer-based data
• Co-lead in planning of conferences, meetings, and public events
• Attend meetings, both in and out of Juneau, at the request of the President
• Assist in the coordination and planning of Tribal Assembly, Native Issues Forums and Get Out the Native Vote events
• Record minutes of meetings periodically at the request of the President
• Provide full range of reception duties such as answering phones, greeting the public; transfer/refer public to Tlingit & Haida programs
• Provide a full range of basic clerical duties, such as processing the incoming and outgoing mail, photocopying, and faxing, scanning, filing, assembling, and distributing materials
• Serve as a resource person for the department, and the public by providing information requiring considerable interpretation and explanation of policies and usually a general knowledge of all the department services
• Update files and maintain a variety of paper and computer records such as addresses, telephone numbers, vacation schedules, attendance, and timesheets
• Perform complex data entry tasks for which there is a variety of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors
• Coordinate work by scheduling assignments and may oversee the work of other clerical employees
• Perform difficult word processing assignments such as mail merges and tracking sheets
• Serve as the resource person for the department on common office software; train and advise both clerical and management staff on software problem resolution and capabilities
• Answer questions from employees and the public, refer difficult inquiries to appropriate personnel
• Monitor and maintain office supplies and materials
• Assist in scheduling and planning for meetings in local communities, provides information, creates, and displays room signs as requested
• Prepare forms: timesheets, leave slips, check requests, and prepare other necessary paperwork
• Monitor, coordinate and direct the work and job performance of temporary clerical staff
• Maintain communication with all employees, sites, and vendors as necessary
• Assist program managers with monitoring the budget, printing, reviewing, and making recommendations for changes in data from finance financial reports; may assist with preparing budgets and recommending revisions with the manager's authorization
• May serve on other Tlingit & Haida committees
• Other related duties as assigned

 

DECISION MAKING AUTHORITY
Spending Authority: $10,000
Other Authority: N/A

 

NECESSARY SKILLS AND KNOWLEDGE
• Good work habits affecting attendance, quality of work, and completion of tasks
• Must have excellent writing and grammar usage
• Must maintain strict confidentiality
• Computer literate with proficiency in Microsoft Office Programs: Word, Excel, Outlook, and Teams
• Knowledge of Web based conferencing platforms (Zoom, Google Hangouts, Ring, etc.), Adobe products, Dropbox and OnBoard
• Must have good working knowledge on using the Internet for research and communication
• Effective communicator; uses tact, diplomacy, and maintenance of confidentiality in the performance of the job
• Understand document filing principles and procedures
• Knowledge of acceptable business practices and general management procedures
• Knowledge of Native American, especially Alaska Native, organizations preferred
• General knowledge of State and Federal government programs is desirable
• Minimum travel is required

 

MINIMUM QUALIFICATIONS (education, experience, skills)
• Associates Degree
• 2 years related experience

Substitution
• High School Diploma and;
• 4 years related experience

 

PREFERRED QUALIFICATIONS (education, experience, skills)
• Experience in the hiring program's specialty area


CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

Thank You

Your application was submitted successfully.

  • Location
    Juneau, Alaska
  • Department
    Office of the President
  • Employment Type
    Full Time
  • Minimum Experience
    Mid-level
  • Compensation
    $23.79 - $30.34