***THERE IS A SEVERE HOUSING SHORTAGE ON THE NORTH SLOPE. APPLICANTS WHO DO NOT RESIDE IN UTQIAGVIK OR INDICATE THEY HAVE LOCAL HOUSING SECURED WILL NOT BE CONSIDERED.***
Job Title: Executive Assistant Division: Administration
Reports to: CEO Supervises: Non-Supervisory
Classification: Regular Date Revised: January 2019
Safety Sensitive: No FLSA/AWHA Status: Non-Exempt
Work Schedule: Full-Time Occupational Code: 43-6011 Rate: $34 - 38 DOE
Under the CEO’s direction, coordinates all Board of Commissioners (BOC) meetings; performs confidential secretarial work of a complex nature; manages CEO correspondence, travel and meeting schedule; administers web, social media, newsletter and information resources; receives and efficiently routes public inquiries, and generally sets a high standard for customer service.
Essential Duties and Responsibilities:
• Prepares, reviews and distributes a variety of correspondence for the CEO and BOC.
• Screens calls for and maintains the CEO’s business calendar and assures that complete information is available for all matters.
• Schedules BOC meetings and prepares agendas and other related materials; ensures that all documents are distributed accurately and on schedule.
• Establishes and maintains a variety of files and records, including BOC resolutions, official documents and records in appropriate filing systems and electronic formats.
• Receives public visits, calls and correspondence and refers to appropriate staff for resolution.
• Schedules Commissioners, CEO, and other employees for approved business travel, including flights, accommodations and ground transportation, as appropriate for the situation.
• Manages website, social media platforms, mailing lists and other public information resources.
• Serves as a point of contact for IT support and housing database vendors; assists staff with email setup, signatures, electronic drive organization and access and opening/closing trouble tickets.
• Continuously updates forms to promote greater efficiency, customer service, and conformance to TNHA style and standards.
• Coordinates general office functions, including mail runs, with other employees.
• Maintains complete confidentiality of all information obtained through professional interactions.
• Observe TNHA safety rules and regulations, policies and procedures.
• Perform other duties as assigned.
Knowledge, Skills and Qualifications:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements, work environment, physical demands, and preferences listed are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• High school graduate, general equivalency diploma (G.E.D.) or the equivalent.
• Five (5) years of work experience with a PC using common software applications.
• Three (3) years of work experience with a PC using common software applications and general office equipment.
• Three (3) years of work experience applying organizational policies and procedures; possesses strong administrative, organizational and communications skills.
• Good knowledge of business English, spelling and punctuation. Sufficient skill in typing.
• Good organizational skills and ability to deal effectively and positively with the public. Friendly and persuasive telephone manner.
• Any equivalent combination of experience and training that provides the required knowledge, skills and abilities.
• Valid Alaska Driver’s License that meets TNHA insurance criteria.
• Bachelor’s Degree or equivalent experience in relevant field.
• Knowledge of NAHASDA or other Indian housing programs.
• American Indian/Alaskan Native (member of federally recognized tribe).
• Two years of experience taking and transcribing minutes of meetings.
• Iñupiaq speaking.