Job Description

POSITION SUMMARY:
The Assistant Board Administrator, under the direction of the Board Administrator, is responsible for maintaining and assisting the Board Administrator with managing the day-to-day operations of the Board of Directors Office. The position serves as the primary point of contact for all internal matters pertaining to the offices of the Board of Directors and subsequent committees.
ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Assist Board Administrator as directed with scheduling Board of Directors meetings, workshops, and calendars of various events, including unit specific events and activities; assist by working with Key Employees, Division Directors, Program Managers, and outside clients and agencies to prepare Board resolutions, meeting and workshop agendas; assist with compiling Board Packets weekly for meetings and workshops; assist with copying and routing Board Packets to Board of Directors and Key Employees, assist with recording Board of Directors meetings and workshops for documentation, follow-up and archiving; transcribe initial draft of meeting minutes for review, corrections and approval by supervisor, assist with distributing drafts and additionally correcting meeting minutes.
• Assist Board Administrator as directed with legally mandated responsibilities pursuant to Chapter 14: Parliamentary Rules, Chapter 93: Enterprise Authority, Chapter 94: Kewadin Gaming Authority, Chapter 22: Conservation Committee, Chapter 96: Open Meetings Ordinance, Chapter 10: Election Ordinance, Sub-Chapter 10.105, Emergency Election Commission, Chapter 12: Referendum Ordinance, Chapter 15: Tribal Freedom of Information Ordinance, Chapter 85: Tribal Tort Claims Ordinance, and additional Tribe Codes, as established and designated.
• Assist Board Administrator as directed to prepare for the Key Employee onboarding process with appropriate HR Director and division specific support staff; assist supervisor with processing Key Employee personnel forms and leave requests for executive approval, as per HR policy, and maintaining Key Employee personnel recordkeeping; assist supervisor by routing Key Employee leave notifications to the Board of Directors and maintaining shared leave calendars; assist supervisor as directed with processing Key Employee timekeeping as per approved leave requests and HR policy.
• Assist Board Administrator as directed with scheduling committee meetings, assist by sending written meeting notifications, preparing and routing agendas and meeting materials; assist with recording committee meetings for documentation, follow-up and archiving; transcribe initial draft of meeting minutes for review, corrections and approval by supervisor, assist with distributing drafts and additionally correcting meeting minutes, as directed by supervisor, for the Conservation Committee, JKL Fiduciary Committee, Kewadin Gaming Authority, Enterprise Business Authority, and additional Tribal Board specific committees, commissions, boards, authorities, etc. as assigned by the Board of Directors or as designated by Tribal Code.
• Assist Board Administrator as directed, and assigned Department Directors and Managers, with the development, coordination, and planning of special projects and events, direct correspondence with banquets staff, i.e., Installation of Officers, Government-to-Government Meetings, Inter-Tribal Meetings, Board Meetings and Workshops, Committee Meetings, etc.
• Assist Board Administrator as directed by processing access forms to Board of Directors shared drive folders and archived videos of workshops, meetings, key employee interviews, etc.; assist with forms processing for the Board of Directors and Board Office staff to have access to databases and licenses for appropriate storage locations, VPN access, and any other databases or licenses required for conducting executive sessions and public meetings.
• Assist Board Administrator as directed by performing proper preservation and digitization of original documents, photos, and other historically significant items related to the Tribal Board of Directors governance collection.
• Transfer Board of Director audio recordings to digital format, archive and maintain printed and digital media records for the Board of Directors, develop and maintain database system for Board of Director resolutions, scan and index resolutions for ease and accuracy of retrieval, research and locate resolutions, as requested, for amendments or review.
• Assist Board Administrator as directed by maintaining file system of financial reporting and analysis related to the Board of Directors and reports submitted by the Conservation Committee, JKL Fiduciary Committee, Kewadin Gaming Authority, Enterprise Business Authority, and additional Tribal Board specific committees, commissions, boards, authorities, etc.
• Assist Board Administrator as directed with budget preparation for the Board of Directors Office, Tribal Elections, Tribal Referendums, Special Events, Cultural Enhancements, and any other assigned budgets related to the Board of Directors and Board Office.
• Within signatory authorization, assist Board Administrator as directed by preparing and signing disbursement vouchers, inter-tribal payments, and purchasing requisition forms for the Board of Directors and assigned committees; maintaining payment databases; processing, signing and reconciling travel advances, vouchers, and travel authorization forms for the Chairman, Board of Directors, and assigned committee members.
• Assist Board Administrator as directed by coordinating travel arrangements for the Chairman, Board of Directors, and assigned committee members, directing Travel Coordinator to make flight and hotel arrangements to ensure that travel arrangements have been satisfactorily completed, compiling information on destination, dates, purpose, registration fees, other costs, and calculating per diem, mileage, etc.
• Assist Board Administrator as directed by maintaining a list of inactive Board Members, who are eligible for retirement, research and determine eligibility for Board of Directors retirement and/or survivorship to heirs, and preparing retirement disbursement vouchers for check processing to ensure that timely retirement checks are sent to retired BOD members.
• Assist Board Administrator as directed by maintaining the Master Sault Tribe Committees list, updating the list with appointments and resignations, updating and publishing vacancy notices through Communications Department, processing appointment and resignation requests through the Board of Directors, preparing for Board of Directors action, and releasing subsequent notices to applicable departments and/or committee chairpersons.
• Within signatory authorization, assist Board Administrator as directed by ordering office supplies for the Board of Directors and assigned committees.
• Provides backup coverage to the Board Administrator, including handling all functions of the Board Administrator during vacations, leave of absence, or when needed.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• All other job-related duties as assigned.

CONTACTS:
Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, executives, Board of Directors, customers, outside vendors/service providers, and Federal, State, and Tribal representatives.
PHYSICAL REQUIREMENTS
Position sedentary, primarily sitting/lifting a maximum of 10 pounds. Physical factors include constant sitting, use of hearing, typing; frequent use of smell, near/midrange/far vision, depth perception, color/field of vision and driving; occasional standing, walking, carrying/lifting, pushing/pulling, climbing, stooping, kneeling, reaching, manual handling, travel in the seven-county service area, and bending. Working conditions include frequent exposure to air quality and occasional exposure to weather, extreme cold, and noise and vibration. Potential hazards include constant computer use and occasional exposure to moving mechanical parts, electric shock, chemicals, insecticides/pesticides, infectious exposure, and client contact and equipment use.
REQUIREMENTS:
Education: Associate Degree in Office or Business Administration or three years of demonstrated ability in related work experience may be considered in lieu of a degree.
Experience: Minimum of 3 years of experience working in a progressive office setting is required, in addition to the above-stated education requirements. Two years of experience working in a Tribal Office setting is preferred.
Certification/License: Notary Public required within 60 days of hire. Must be bondable. Must have a valid driver's license and be insurable by the Sault Tribe Insurance Department. Must comply with annual driver's license review and insurability standards with the Sault Tribe Insurance Department. Must comply with the Sault Tribe's Drug-Free Workplace Policy which may include random drug tests.
Knowledge, Skills, and Abilities: Must possess knowledge of Tribal Codes, governmental operations, policies and procedures. Knowledge of the Anishinaabe Culture, values, philosophy, ceremonies, and customs is required. Must maintain confidentiality. Must have excellent communication skills and communicate clearly in person, in writing, and by telephone. Must be able to work in high-stress environments and handle difficult situations. Must have excellent organizational skills for organizing work, prioritizing tasks, and managing time. Must be able to work with minimal to no supervision. Must be flexible and available to work various shifts, including nights and weekends. Must have working knowledge of standard office equipment, computer systems and software, and other technology, as required. Native American preferred.

Skills Required