Administrative Assistant I Higher Education
Any individual who receives an offer of employment or will receive a payroll check are required to submit to a drug and alcohol test as a condition of obtaining employment.
Mille Lacs Band Member/American Indian preference applies
The Program Assistant to Higher Education performs confidential administrative and secretarial office duties in support of the Programs.
• Associates degree in secretarial science or equivalent combination of training and experience. College degree-seeking student preferred.
• Three (3) years of office administrative experience, including experience in word processing, making travel and meeting arrangements, and acting as a liaison for the organization to outside constituents.
• Excellent interpersonal, communication, and organizational skills.
• Ability to deal with highly confidential data.
• Strong personal computer skills in a Windows environment, including Excel, PowerPoint, Quickbooks, Access, and Word software.
• Familiarity with and ability to operate various office equipment, including: fax machines, scanners, photo copying machines, etc.
• Work experience in ZOOM, Skype, ITV, and other modes of e-learning.
• Basic understanding of MLB budget process & practices and record keeping.
• Capable of maintaining accurate records.
• Excellent written and oral communication skills.
• Strong interpersonal and organizational skills, ability to function effectively under limited supervision.
• Experience with and understanding of Native American culture and is able to demonstrate cultural sensitivity.
• Ability to understand and follow directions.
• Ability to type at a rate of 40 WPM or more.
• Ability to work well with others.
• Ability to accurately process detailed information in a timely manner.
• Must have current valid driver’s license.
• Must be insurable under the Mille Lacs Band Drivers Insurance policy.
• Must pass a pre-employment drug and alcohol test.
• Background investigation required that shows no theft or fraud above a misdemeanor, no felony drug conviction and no sexual or crimes-against-a-person conviction at any level.
• A staff person with direct contact with or access to children in care must disclose the arrest, conviction, and applicant background information if that staff person:
(a) has a conviction of, has admitted to, has an adjudication of delinquency for, has been charged and is awaiting trial for, or a preponderance of the evidence indicates the person has committed:
- a crime against a child;
- an act of physical or sexual abuse;
- a felony;
- the same or similar crimes as those in this subsection listed in the laws of another state or of the United States or of any Tribal law;
(b) has a conviction of, has admitted to, has an adjudication of delinquency for, has been charged and is awaiting trial for, or a preponderance of the evidence indicates the person has committed any misdemeanor offense under Federal, State, or Tribal law involving crimes of violence; sexual assault, molestation, exploitation, contact or prostitution; crimes against persons; or offenses committed against children. The Licensing Committee may evaluate the nature and time of a misdemeanor assault charge as well as other types of misdemeanor crimes not specified in this section to determine whether employment is appropriate.
8 MLBSA § 1212(a-b).
DUTIES AND RESPONSIBILITIES
• Performs general office support responsibilities such as: answering phones, screening calls and taking messages; reviewing, sorting and distributing incoming mail; operating copiers and other office machines.
• Compiles information, organizes data, and produces various reports and presentations.
• Has access to and handles confidential materials.
• Oversees classrooms/media center for day and evening classes, tutoring services and arranges media center schedule.
• Virtual management of the Higher Education ZOOM on-line room.
• Produces, composes and edits correspondence, manuscripts, minutes and other materials.
• Handles routine informational inquiries for Higher Education Office.
• Handles payroll spreadsheets on a weekly basis.
• Conducts staff orientations, when necessary.
• Plans and organizes community meetings.
• Maintain an organized filing system, file and retrieve files as requested.
• Maintain Education supplies; re-order as needed.
• Performs other related duties in support of Higher Education Department.
• Nature of work is such that incumbent experiences infrequent periods of low to modest stress levels due to workload. Irate or agitated constituents may also be a source of stress.
• Little threat of personal danger or risk.
• Hours are typically 8-5, but possibly with some extra hours. Will involve some evening or weekend work.
• Local travel to all three districts is required.