Executive Secretary

Definition

Under limited supervision of the department Office Manager or Director, provides high level administrative assistance to the Director regarding a variety of administrative tasks that support the department’s overall goals and objectives. At the discretion of the Director, also provides administrative support to other management level positions within the department. Provides direct support to the Director regarding all aspects of the department functions. Acts as a mentor, role-model and leader to the clerical and administrative staff. This job class is treated as FLSA non-exempt.

Distinguishing Features: The Executive Secretary job class differs from the Secretary job class by providing higher level direct support for routine and special projects to the department Director and, at the Director’s discretion, other department management positions. Clerical and administrative staff mentoring and supervision responsibilities are a required task.

Essential Functions: Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

1. Supervision: Assists with the routine supervision of assigned clerical and administrative staff members including approving work time for direct reports.

• Prioritizes and coordinates staff workflow.
• Provides administrative related staff training and assistance as needed and coordinates clerical and administrative in-house staff training and development.
• Prepares timely Employee Performance Appraisal Reports (EPAR) drafts for assigned staff that are reviewed and given final approval by the Director.

• Assists with cross training Clerk, Senior Clerk and Secretary staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical and administrative staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.

• Researches, compiles and analyzes data for special projects and various reports as assigned.
• Maintains and updates resource materials.
• Assists the Director with developing memoranda, letters, reports and special project presentations for Tribal Council meetings, Directors meetings, public hearings and other project-specific meetings.

• Acts as a Time Approver for the PeopleSoft Time & Labor processes.
• Processes PeopleSoft Financial requisitions.
• Provides limited signature authority at the discretion of the Director.
• Provides non-complex department decision-making authority at the discretion of the Director.
• Coordinates all department training activities.
• Coordinates department meetings and Director activities, as assigned.
• Provides assistance with the annual department budget process including compiling data, assisting with forecasts, creating the budget presentation and any required follow-up.
• Recommends both commendation and disciplinary actions as personnel related situations warrant.
• Maintains the department and Director’s “Confidential” files as required.
• Coordinates use of the department “Purchasing Card” (P-Card) and maintains all documentation regarding P-Card use.

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of principles of personnel management and policy formation.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.
• Knowledge of the principles and practices of employee supervision including training and performance evaluations.

• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill multitasking and demonstrating creative thinking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill reviewing the work of others to ensure accuracy and conformity with department policies and procedures.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.

• Ability to type on the computer 50 net words per minute.
• Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service while working effectively and calmly in a high-stress work environment.
• Ability to clearly communicate verbally and in writing.
• Ability to take and accurately prepare meeting notes.
• Ability to adapt to changing work situations and assignments.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to identify problems and analyze alternatives in order to develop viable recommendations for projects and assignments.
• Ability to read, comprehend, interpret and follow complex verbal and written instruction
• Ability to produce effective business correspondence and reports using proper sentence structure, punctuation, grammar and spelling.
• Ability to work under pressure by handling significant problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Director’s attention.
• Ability to define and solve problems, collect data, establish facts and draw logical conclusions.
• Ability to lift & carry 25 lbs.

Minimum Qualifications

Education: Graduation from High School or a GED equivalent required.

• For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

• Office Practices Certification preferred.
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
• Must be able to demonstrate typing skill at 50 net words per minute using a computer.
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.

Special Requirements

May be required to work beyond normal work hours including nights, weekends and holidays.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

Documentation must be received by position closing date.

TheIHS/BIA Form-4432 is not accepted.

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Salt River Pima-Maricopa Indian Community Employee Benefits Overview

Salt River Pima-Maricopa Indian Community (SRPMIC) is committed to supporting the health, well-being, and financial security of our employees. We offer a comprehensive benefits package to employees, designed to enhance your quality of life both at work and at home. Below is a summary of the benefits available to SRPMIC employees. Plan details and eligibility requirements are provided upon hire and are subject to change.

Health Care Benefits

SRPMIC provides medical, dental, vision, and life insurance coverage for all regular full-time employees enrolled in standard plans. These benefits represent a significant part of your total compensation.

Medical: Choose from three plan options to fit your needs—the Low Deductible Plan, the Mid-Deductible Plan, and the High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). As a self-funded plan, SRPMIC directly covers the cost of medical, pharmacy, dental, and vision services for all participants.

Dental: Enjoy nationwide access to the Humana Dental PPO/Traditional Preferred network, offering flexibility and choice in selecting dental care providers.

Vision: Coverage is provided through Davis Vision, including eye exams, lenses, frames, and contact lenses. Members also benefit from discounted rates on additional eyewear and services.

Life Insurance: All eligible employees are automatically enrolled in a fully paid basic term life insurance policy with a matching accidental death benefit.

Retirement Plans

SRPMIC supports your long-term financial goals through multiple retirement plan options:

401(k) and Roth Plans: Eligible employees can participate in both pre-tax and post-tax retirement savings plans. SRPMIC contributes 5% of your compensation to the pre-tax 401(k) and matches up to 3% of your salary deferral contributions.

Public Safety Personnel Retirement System (PSPRS): Available to eligible certified police officers and firefighters.

Arizona State Retirement System (ASRS): Available to Salt River School educators.

Health Reimbursement Arrangement (HRA): A retiree HRA with Health Equity, which is a tax-advantaged employer-funded account that retired employees (Age 55+) can use for qualified medical expenses, including some premiums, and out-of-pocket expenses such as copays and deductibles.

Paid Leave & Holidays

Annual & Sick Leave: Employees accrue separate balances for sick and annual leave each pay period. Sick leave may be used for personal or family illness and medical appointments, while annual leave covers vacation or personal time.

Holidays: SRPMIC observes 15 paid holidays each year, including two discretionary holidays and one day of birthday leave.

Other SRPMIC Paid Benefits

Short-Term Disability

Long-Term Disability

Employee Assistance Program (EAP)

SRPMIC offers a confidential Employee Assistance Program through SupportLinc, available at no cost to employees, their dependents, and household members.

Additional Voluntary Benefits

WellPath Wellness Program: A voluntary wellness initiative that encourages healthy living and rewards participation with incentives. Available to all employees and their dependents.

Flexible Spending Accounts (FSA): Administered by HealthEquity, FSAs allow you to pay for eligible health and dependent care expenses with pre-tax dollars.

Health Savings Account (HSA): Available to employees enrolled in the HDHP.

Supplemental Life & AD&D Insurance: Employees may purchase additional life and accidental death coverage for themselves and their dependents.

Public Service Loan Forgiveness (PSLF): SRPMIC is a qualified employer under the PSLF program. Employees may be eligible for federal student loan forgiveness.

At SRPMIC, we value our employees and are proud to offer benefits that support your health, well-being, and future.