JOB TYPE: Full Time
LOCATION: Education/Administration
REPORTS TO: Commissioner of Education
SALARY RANGE: $37,500.00-$56,300.00

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

SUMMARY:
The Administrative Assistant will perform various administrative and secretarial duties for the Commissioner and Executive Director of Education. The Administrative Assistant/Office Manager performs and oversees administrative and secretarial duties in support of the administration of Education. The Administrative Assistant/Office Manager manages administration departmental budget, expenditures and procurement. The Administrative Assistant/Office Manager manages quality assurance in data collection and compilation, grant management, and billable services for the department.

QUALIFICATIONS:
• Associates Degree in Secretarial Science or equivalent combination of training and experience is required.
• Bachelor Degree in Public Administration or related field is preferred.
• Three (3) or more years of secretarial experience, including experience with legal documents, word processing, client correspondence, and acting as a liaison for the organization to outside constituents is required.
• Three (3) years of experience developing and managing budgets, including grant management in a public, not for profit, or private agency is required.
• Ability to work independently with little or no supervision.
• Excellent interpersonal, communication, organizational skills and management skills are required.
• Ability to deal with highly confidential data.
• Strong personal computer skills in a Windows environment, including Excel, Word, publishing, calendaring, and general office support applications.
• Ability to operate office machines, including but not limited to photocopying machines, fax machines and dictation machines.
• Ability to understand and follow directions.
• Capable of maintaining accurate records.
• Capable of creating detailed statistical reports.
• Exceptional telephone etiquette and customer service skills.
• Basic knowledge of all departments of the Education Division is preferred.
• Experience with and understanding of Native American culture and is able to demonstrate cultural sensitivity.
• Assist, as directed, with data collection and dissemination of reports for BIE, State of Minnesota, Band officials, Self-Governance, Department supervisors and other agencies.
• Assist in the development of annual departmental goals and objectives as well as new program ideas.
• Maintain a working knowledge of Band and Nay Ah Shing School policies, procedures, and applicable regulations. Advise and interpret policies, procedures, and regulations for others.
• Assist in quality assurance activities.
• Attend meetings, take minutes, type and disseminate to all departments.
• Maintain office supplies for Education Administration.
• Manage aspects of the departmental budgets pertaining to but not limited to, equipment, supplies, program activities, contracts and travel.
• Assist the Commissioner and Executive Director in overseeing other aspects of department budgets.
• Oversee clerical functions related to Office Management, employee relations, and APB and Band Assembly items.
• Provide supervision to administrative support staff as assigned.
• Other duties as assigned.
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• Must have a current valid driver’s license.
• Must be insurable under the Mille Lacs Band Drivers Insurance policy.
• Must pass a background check.
• Must pass a pre-employment drug and alcohol test.
• 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:

1. a crime against a child;
2. an act of physical or sexual abuse;
3. neglect;
4. a felony;
5. 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
• Perform general office support responsibilities to include but not limited to answering phones, screening calls and taking messages, forwarding calls, reply to routine inquires; reviewing, sorting and distributing incoming mail; operating copiers and other office machines.
• Assist with all financial obligations of the department such as but not limited to payroll, payments, office supplies, trainings, travel, mileage, reimbursements, and all other payments necessary to effectively manage the department.
• Oversees the functions of data management, statistical analysis, and file management.
• Have access to and handle confidential materials.
• Monitor and log courier/transporter gas charges.
• Compile information, organize data and produce various reports.
• Produce, compose, edit, and distribute correspondence, manuscripts, minutes and other materials.
• Maintain and schedule meetings, travel and special events (e.g., lecture series, conferences, etc.) arrangements.
• Establish and maintain a filing system for correspondence reports, program information, etc.

WORKING CONDITIONS:
• Nature of work is such that incumbent experiences infrequent periods of modest stress levels due to workload.
• Work is almost exclusively indoors in a controlled climate area.
• Moderate threat of personal danger or risk.
• Hours are typically 8-5, but possibly with some extra hours. May involve some evening and weekend work.
• Local travel is required, limited travel outside the state is also required.