The Executive Administrative Assistant provides direct support to the Tribal Council. The Executive Administration Assistant will be involved in records documentation for all aspects of Council governmental operations. They will be required to perform needed secretarial tasks such as coordinating meetings, document coding, coordination of signatures on important Tribal governmental documents, resolution creation and organization, and determining correspondence information to be forwarded to the Council and government to government coordination correspondence to keep the governmental and Administration operations running smoothly.  Tribal Council members will be included in the position’s evaluations and may assign duties as needed.

The Executive Administrative Assistant duties also include providing high level administrative support for the Chief Operations Officer; managing a variety of complex administrative activities and tasks such as collecting data and preparing reports. The position requires strong written communication skills and basic accounting and mathematics skills to prepare data reports. The position provides back-up to the administrative assistant team.

The Enrollment Officer is responsible for overseeing and ensuring all Enrollment duties are assigned and completed with accuracy and timely. This includes overseeing and managing accurate and complete records of Tribal Citizen information, managing the process of Tribal Identification Cards based on eligibility as outlined in the Tribal Enrollment Ordinance, and tribal citizens and departments inquiries are done in a timely fashion.  The Enrollment Officer is responsible for ensuring that the department is following the Enrollment Ordinance and works closely with the Enrollment Committee and Tribal Council on acceptance of new citizens. This position also has a significant role in the Election Ordinance.

Management

1. Oversees Administrative Assistant while providing effective oversight of personnel and delegating responsibility and authority as appropriate.
2. Provides high-level mentoring and supervision ensuring all are supported while fostering strong relationship-building and career growth within the Samish Indian Nation.
3. Fosters a team-oriented, supportive work environment while providing clear expectations and accountability including effective communication.
4. Provides proper training to ensure effective communication, technology use, and the proper use of tribe-wide operating systems.
5. Coordinates with Human Resources Executive Director in the hiring of Administrative Assistant and Enrollment staff; handling of personnel issues; and updating job descriptions, salary schedules, and employee benefit packages.

 Administration for Samish Tribal Council

1. Assists in documenting and maintaining a permanent record of all Tribal business, that includes scheduling meetings, preparing agendas and compilations of action/project tracking, staff coordination of materials for presentations, minutes, motions, and resolutions with their perspective tracking systems.
2. Prepares and coordinates with the Chairman and Secretary for signatures on motions, resolutions, letters, grant applications, MOUs with various government and private agencies.
3. Maintains minutes, motions and resolutions in a secure location and assures the original documents are attached to resolutions and coordinates with Archives, Cultural Resources Department and Record Management to determine retention of documents to be stored in that department and prepares material to be transferred.
4. Formats and updates new and/or amended policies and ordinances; code new ordinances and policies according to the Tribal Codification Ordinance.
5. Maintains Terminal Allocation Transfer Permit files.
6. Works closely with staff, legal, and lobbyists on items that need to be presented to Tribal Council in a timely manner.
7. Works closely with the Tribal Secretary and Treasurer on annual resolutions and special projects.
8. Develops, maintains, and is responsible for safeguarding the computer/electronic and hardcopy file folders containing sensitive and proprietary information about the Tribe and its members; must maintain confidentiality of all work and files pertaining to enrollment, clients, survey results, and all other material that may identify individuals by name (either directly or by reference), as set forth by the Samish Tribal Council.
9. Copies Samish Tribal Council approved resolutions for distribution to appropriate staff, delegates, funding agencies, legal counsel, lobbyists.
10. Researches past records for information as needed.
11. Assists with technology for Samish Tribal Council as needed in Council Chambers and assists with virtual technology requests by Samish Tribal Council.
12. Maintains Samish Tribal Council Chambers by ordering supplies and food items and orders and delivers breakfast and/or lunch for Samish Tribal Council meetings and planning sessions.
13. Other duties as assigned.

  Administration for Operations

1. Acts as the primary point of contact for COO, managing and prioritizing their schedules, appointments, and correspondence.
2. Coordinates meetings, conferences, and events, including arranging logistics, preparing agendas, taking meeting minutes, and providing necessary documentation.
3. Drafts and proofreads correspondence, reports, presentations, and other documents for COO, ensuring accuracy and professionalism.
4. Collects and compiles requested reports, department data, and other requested information.
5. Provides administrative assistance to other staff that fall under Operations.
6. Submits budget modifications, prepares purchase orders, and submits invoices for payment.
7. Approves resolution drafts and purchase orders when necessary, coordinate the final approvals with Samish Tribal Council.
8. Manages and coordinates travel arrangements, accommodations, and itineraries for Chief Operations Officer and administrative staff.
9. Assists with maintaining general office supply inventory including approving orders, placing orders and verifying correct shipment of orders; assists with grants and contracts physical inventory tracking and control.
10. Assists with preparing packages for delivery and tracking via Fed Ex or UPS and operates various types of office equipment including postage meter, copier, printers, fax, etc.
11. Oversees the organization and orderliness of the supply closets, conference room, and foyer.
12. Assists in publishing the quarterly Samish Indian Nation newsletter and other various publications.
13. Assists in Annual meetings i.e., staff meetings and general council meetings.
14. Assists Chief Operations Officer in tribal council elections.
15. Serves as the back-up for the Administrative Assistant team.
16. Supervises Administrative Assistant I/Enrollment Specialist.

Court Clerk

1. Fulfills the role of Court Clerk when Tribal Court is in session and maintains the NICS (North Inter-Tribal Court System) contract.
2. Records court sessions on Teams if virtual or on a recorder if in-person and save and file all recordings.
3. Maintains and files all documentation pertaining to Tribal Court cases with the court, our legal team, and Samish Indian Nation’s own records.
4. Fulfills requests for documents by our legal team as needed.

 Enrollment Officer

1. Performs data entry and provides citizen record maintenance.
2. Maintains a complete and accurate applications and records in determining Tribal Citizen eligibility, in accordance with established procedures and filing systems.
3. Ensures accurate issuance of Tribal Identification Cards including US RealID Tribal cards in accordance with Tribal regulations.
4. Coordinates with the Tribal Enrollment Committee Tribal citizen enrollment business and submit to Tribal Council for approval.
5. Writes and submits all policy work recommended by the Enrollment Committee to be reviewed by Samish Tribal Council.
6. Provides all contacted citizens with assistance for enrollment related questions.
7. Works with the Election Committee for enrollment information the committee will need for any Samish Elections and be present the day of elections to verify identities and signatures.
8. Works with other Tribal programs and provides necessary information when requested.
9. Establishes the utmost degree of confidentiality and upholds the Tribal Enrollment Ordinance.
10. Maintains a Washington State Notary license.
11. Other duties as assigned.

 The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.

Physical Demands: Long periods of sitting (60% of time); occasional bending, crouching, stooping, stretching, reaching, lifting, carrying, and pushing (20% of time); and occasional standing and walking (20% of time). Occasionally lifts/carries up to 20lbs. Must possess manual dexterity sufficient to use office equipment with frequent repetitive motion such as writing, typing, cash-handling, and phone use. Must possess the ability to view print on a computer screen and/or paper document; the ability to speak and hear exchanging information with end users by telephone Mental/Visual Demands: Frequent mental and/or visual attention to task is required. Occasionally work requires heavy concentration. Frequent interruptions. Tasks involve eye-hand coordination. Working Environment: Work environment is mainly indoors with heat and some air conditioning. Must sit or stand at the desk for the majority of shift. Occasionally works alone without benefit of supervisor or co-worker. Unavoidable hazards/risks: Work requires minimal risks which require safety precautions (using some cleaning chemicals for light cleaning). Protective clothing or equipment may be required (goggles, gloves, masks, boots, etc.)

Samish Indian Nation is an Equal Opportunity Employer and actively encourages applications from all persons regardless of race, religion, gender, gender identity, age, national origin, marital status, sexual orientation, or ancestry.  Samish preference and Indian preference will be applied to the selection for this position as defined in Title 25, US Code Section 473.

CONFIDENTIALITY: This position develops, maintains, and is responsible for safeguarding the computer/electronic and hardcopy file folders containing sensitive and proprietary information about the Tribe and its members.  The incumbent must maintain confidentiality of all work and files pertaining to enrollment, clients, survey results, and all other material that may identify individuals by name (either directly or by reference), as set forth by the Tribal Council in the Personnel Manual.  Any violation in this matter may result in immediate termination of employment. All materials, including electronic materials of any type or format, produced are considered works made for hire and are the property of the Samish Indian Nation.

Please state your eligibility for Indian preference in your cover letter.  Indian preference must be documented prior to interview or hiring.  BIA Form 4432 or tribal enrollment ID may be submitted with the application if claiming Indian Preference.

All persons who are offered employment with the Samish Indian Nation must give permission for a thorough background check of previous work performance, motor vehicle history, credit history and criminal history, as well as a pre-employment drug screen.

This position is a “covered position” under the Tribe’s Indian Child and Family Violence Act Policy and all applicants must undergo a fingerprint background investigation in order to be hired for this position. The Tribe will not hire, permit anyone to work or volunteer in a covered position if the person has ever been found guilty or entered a plea of no contest or guilty to any offense under federal, state, or Tribal law which involves violence, threat of violence, sexual assault, molestation, exploitation, prostitution, crimes against persons, or offenses committed against children.