Executive Secretary Assistant

POSITION SUMMARY:

Under the direction of the Tribal Manager and the Executive Secretary, the Executive Secretary Assistant answers telephones, greets and directs visitors, and performs general clerical and customer service duties. This position serves as the first point of contact with visitors and members visiting Tribal Administration. The Executive Assistant Secretary helps to assure ongoing functions within this department and serves as a critical member of Tribal Administration operations.

ESSENTIAL FUNCTIONS:

1. Answer telephone, screen, and direct calls to the appropriate department. Take and relay messages to various departments/people. Provide callers with information, i.e. email addresses, hours, company fax numbers, mailing addresses, directions, and other related information.

2. Knowledge of staff movements in and out of the office.

3. Submit Supply Requisitions for ordering office supplies in addition to receiving and distributing office supplies to applicable staff.

4. Posting Tribal Notices, i.e. Job Postings, GTC meetings, Committee Vacancies, and other notices as requested.

5. Ensure that the reception area and departmental kitchen is neat and clean.

6. Assist co-workers in filling out and submitting check requests, travel documentation, and other forms as needed.

7. Ongoing updating and dissemination of the telephone directory.

8. Logging all Transportation Program information (miles, riders, revenues, etc.)

9. Other clerical duties as assigned, i.e. photocopying, faxing, scanning, filing, typing, correspondence composition, flyer creation, etc.

10. Receive and sort all incoming and outgoing mail (including inter-office transmittals).

11. Deliver mail to each Tribal Building (16 locations).

12. Preparing outgoing mail/packages for pick-up (weighing and attaching proper postage). Receive and sign for packages from delivery services (USPS/UPS/FedEx).

13. Maintain the Postage Machine (software updates, postage changes, general maintenance).

14. Ensure there is postage money available on the postage machine.

15. Maintain mail/fleet vehicles (oil changes, gas, recalls, routine maintenance).

16. Requisition of mail supplies (ink cartridges, meter strips, certified mail forms, etc.), as well as office supplies (pens, notebooks, folders, etc.).

17. Takes or records official minutes in the absence of the Executive Secretary.

18. Fills in for Security Receptionist as needed.

19. Assist with coordination and planning of events on behalf of Tribal Administration, i.e., GTC meetings, planned conferences, or weekly meetings.

20. Communicate announcements and regular news or updates with Bay Mills media coordinators, and share information with tribal public via email and flyer postings.

21. Type Tax Exemption Certificates for eligible Tribal Members; Type Registration for Vehicles for Resident Tribal Members.

22. Other duties may be assigned within the scope and complexity of this position’s essential functions.

Must attend all mandatory training designated by the Human Resources Department and/or Department Directing

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to sit with occasional walking and standing. Occasionally the employee must squat, kneel, reach above shoulder level, and push/pull, with frequent bending. The employee must occasionally lift and/or move up to 50 pounds.

POSITION REQUIREMENTS:

1. High School diploma or equivalent required.

2. Must have general computer skills/knowledge, with high competency in Microsoft Word and Excel.

3. Must have some general office experience and the capability to multi-task throughout the day.

4. Ability to remain professional and courteous at all times, with a strong customer service-oriented demeanor.

5. Maintain a positive working relationship with both internal and external employees.

6. Must have a valid driver’s license with an excellent driving record.

7. Excellent communication skills, both oral and written.

8. Must have excellent past work record.

9. Ability to handle a multi-line phone system and operate office equipment (printer, fax, scanner, etc.).

10. Knowledge of Postal procedures and Postage requirements.

11. Ability to lift up to 50 lbs.

12. To perform this position successfully, an individual must be able to satisfactorily perform each function listed under the essential functions and physical demands categories of this position description.

Pursuant to Bay Mills Indian Community Policies and Procedures §202.6, preference will be given to those of Native American descent.

Closing Date: March 20th, 2026