Under the direct supervision of the Governor and 1st Lt. Governor, performs, coordinates and oversees technical and office administrative duties in support of the Governor and Tribal Administration including the provision of varied and complex office duties. Maintains confidentiality of all privileged information.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Works under the direct supervision of the Governor and 1st Lt. Governor
NATURE OF WORK
• Represents the Governor to the public, businesses, Tribal Council members and other agencies at their request.
• Develops and recommends office procedures and systems. Ensures smooth office operations.
• Researches and analyzes administrative projects for the Governor and Tribal Officials, Prepares first drafts reports.
• Develops and prepares presentations and reports for the Governor and Tribal Officials.
• Advises others on the Governor’s views on policies and procedures.
• Provides follow up to assignments given to management staff by the Governor and Tribal Officials. Provides a status report.
• Independently responds to letters and general correspondences for the Governor.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; excuses judgement and responds accordingly.
• Records and delivers messages or transfers calls to voice mail when appropriate.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Maintains Tribal Officials and Governor’s calendar and appointments; schedules appointments for the Governor; coordinates and arranges meetings, conferences, programs, and other events.
• Attends Tribal Council meetings. Coordinates Tribal Council meeting task sheet and prepares and finalizes Tribal Council meeting agenda, records and transcribes minutes. Maintains master binder for council meetings. Operates and controls the zoom meeting functions during Tribal Council meetings.
• Supervision of Administrative assistants within the Governor’s staff.
• Oversight and implementation of electronic filing system. Have accessibility upon request for review of documents.
• Receive request for building usage and authorizes usage.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information for staff as necessary.
• Provides high level executive functions commensurate with Tribal Officials on a daily basis.
• Develops and prepares presentation and reports for the Governor and Tribal Officials.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, verbal instruction for staff as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Establishes and maintains and effective filing and retrieval system for highly confidential files and records.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintains and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Coordinates meals and refreshments when required.
• Coordinates to a team effort and accomplishes related results as required.
• Performs other duties as required.
• Maintains the Tribal Council policy binder including amendments and revisions to the policies.
• Maintains an Ohkay Owingeh board roster. Responsible for posting vacancy announcements, dates of appointments, term expirations and receiving applications. Presents to the Tribal Officials for review and recommendations for Tribal Council for selection.
KNOWLEDGE, ABILITIES, SKILLS and CERTIFICATIONS
• Knowledge of Traditional form of Government and Pueblo customs and traditions
• Knowledge of supervisor’s jobs and methods of work.
• Knowledge of company procedure and staff at all levels of the organization.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of record management and basic accounting procedures.
• Ability to communicate effectively in the English language, both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the Governor and Ohaky Owingeh in a professional manner.
• Ability to maintain confidentiality.
• Skill in operating business computers and office machines, including in a windows environment, specifically word, excel, access and presentation software such as PowerPoint.
• Knowledge in operations of teleconference equipment.
• Knowledge of the functions and structure of Ohkay Owingeh
• Knowledge of applicable Federal, State, County, and Local laws, regulations, and requirements
• Customer service skills.
MINIMUM QUALIFICATIONS, EDUCATION & EXPERIENCE
• Associate’s Degree plus five (5) years experience in progressive administrative or secretarial experience; or equivalent combination of education and experience.
• Must be able to type 60 WPM and demonstrate proficiency in grammar, spelling, math, and filing.
• Current valid New Mexico Driver’s License with no DWIs or accidents including criminal violations in the past three years and safe driving record.
• Must be physically able to perform job duties
• Must be able to maintain confidentiality
• Must be insurable through the Pueblos Insurance Carrier
• No felony convictions or gross misdemeanors
• Must successfully be able to successfully pass a pre-employment drug/alcohol screen and background investigation
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; and walk. The employee occasionally is required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.
Work is generally performed in an office setting with a moderate noise level. Evening, weekend, and/or holiday work will be required. Travel is required for training, meetings, conferences, presentations, and other events.
NATIVE AMERICAN PREFERENCE
SUBMIT APPLICATION AND RESUME TO:
OHKAY OWINGEH HUMAN RESOURCES DEPARTMENT
PO BOX 1099, OHKAY OWINGEH, NEW MEXICO 87566
FAX (505) 852-0093
When required of the position, attach a copy of high school /GED, college education, certification(s) or license(s).
Incomplete applications may delay or exclude consideration of your application