Jobs

JOB TYPE: Full Time
LOCATION: HHS-Administration
REPORTS TO: Commissioner of HHS
SALARY RANGE: $26.27-$36.71

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:
This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This role is one of the most critical support roles in Health and Human Services (HHS). This position supports executive leadership on a daily basis as well as provides direction and mentoring for the administrative assistants in health services and human services. The Executive Assistant must have the ability to think critically and make decisions that are in the best interest of HHS the Mille Lacs Band of Ojibwe (MLBO).

QUALIFICATIONS:
• Associate’s Degree in health care, business or business communication preferred, with strong preference for a Bachelor’s Degree in one of the above areas of study.
• Will consider a minimum of three (3) years of experience, preferable five (5) in supporting senior level leadership.
• This position represents the office of the Commissioner of HHS and must hold themselves to the highest standard at all times at work and in the community.
• Supports the Commissioner of HHS and the Executive Directors of both Health & Human Services. Acts as a mentor and liaison to the administrative assistant to Health Services and Human Services.
• Due to the nature of this position and information that is handled this individual must maintain the highest level of confidentiality while remaining unbiased on all information that passes through HHS Administration.
• Must be comfortable with rapid change as well as an ability to identify how changes affect the organizations administrative process.
• Demonstrated ability to analyze processes and work flow making recommendations and implementation plans to streamline as needed.
• Demonstrated ability to work in a team environment. This position supports health and human services and must be able to work effectively with all employees of the band.
• Excellent organizational skills are required. Functions as a critical thought partner and strategist, works to implement changes that have immediate and significant increase in productivity.
• Assists with a broad spectrum of work and contributes to complex projects, must have strong understanding of technology, proficient in word, Excel, PowerPoint, zoom, remote conferencing and desktop software.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Must have excellent people skills. This position requires one to work with a variety of personalities internally and externally. When stressful situations arise must maintain composure, think critically, remain confidential and professional.
• Communication is key in this role, must be able to communicate in an effective, professional, and consistent manner with all individuals whether it be employees of the band and/or community members.
• 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

DUTIES AND RESPONSIBILITIES
• Complete a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead HHS, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff, Administrivia Policy Board, Band Assembly and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the executive teams’ values and tenets.
• Coordinate all executive team meetings and assists with staff meetings and events as needed. Records meeting minutes for a variety of meetings.
• Provides a bridge for smooth communication between the executive team and staff, demonstrating leadership to maintain credibility, trust, and support with the executive team.
• Constantly assessing work flow for efficiency and recommends plan to improve efficiency.
• Manages calendars and appointments for executive leadership.
• Must be able to read and interpret complicated information, summarize and provide briefing to the executive team when needed.
• Coordinates and schedules conference calls and virtual/regular meetings.
• Assists with creation of presentations and spreadsheets; prepares and submits various reports as requested.
• Scans, copies, faxes, mails, emails and updates documents as requested; demonstrates initiative to assist and support team without being directed. Demonstrated self-starter.

WORKING CONDITIONS:
• Work day is typically 8-5 however if projects are due, it may require extended work hours.
• Work is indoors and climate controlled.
• Job duties have little to moderate stress however with pending time lines or change management stress levels can be higher for short periods of time.