Administrative Assistant

Job Description

Job Description

SUMMARY

The Administrative Assistant (Human Services) provides high-level executive and operational support directly to the Human Services Director and assists in coordinating the overall functions of the Human Services Department and its sub-departments, including Anishnabaabek Family Services, Human Services, Elders Department, Behavioral Health, and the Strongheart Center.

This position plays a critical role in providing executive support to the Human Services Director and supporting departmental organization, compliance, reporting, budgeting processes, communication, and internal coordination. While this role may provide limited front-desk support as needed, its primary function is administrative management, executive-level support, and operational coordination rather than direct client intake. The Administrative Assistant ensures that departmental systems, documentation, and workflow processes operate efficiently and professionally.

MINIMUM QUALIFICATIONS

• High School Diploma or GED required; Associate degree in Business Administration, Public Administration, Human Services, or related field preferred
• Minimum three (3) years of progressively responsible administrative experience
• Experience supporting executive or senior-level leadership preferred
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and database systems
• Demonstrated ability to manage confidential and sensitive information
• Strong organizational and time management skills
• Valid unrestricted Driver's License and ability to be insured under GTB policy

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide direct executive/administrative support to the Human Services Director, including calendar management, scheduling, correspondence, and document preparation
• Prepare reports, presentations, meeting materials, and briefing documents for Tribal Council, leadership meetings, and external partners
• Draft correspondence, memoranda, and departmental communications on behalf of the Director
• Coordinate travel arrangements, meeting logistics, and event planning for the Director
• Maintain departmental policy and procedures manuals and ensure documentation is current
• Assist in coordinating operations across all Human Services sub-departments to promote consistency and communication
• Track departmental deadlines, reporting requirements, grant submissions, and compliance documentation
• Support budget monitoring activities, including processing requisitions, tracking expenditures, and maintaining financial documentation
• Assist in preparing budget worksheets, financial tracking documents, and program accountability reports
• Maintain organized electronic and physical filing systems in compliance with Tribal, State, and Federal requirements
• Monitor and maintain departmental inventory of office supplies and administrative resources
• Ensure records and administrative documentation are maintained in accordance with confidentiality and regulatory standards
• Assist with maintaining procedural documentation required for audits, grant monitoring, and internal reviews
• Coordinate document flow for purchase orders, check requests, travel requests, personnel paperwork, and other administrative processes
• Maintain statistical data and reporting logs as directed
• Serve as a liaison between the Human Services Director and sub-department staff
• Facilitate internal communication and assist with coordinating department-wide meetings
• Provide professional customer service to Tribal members, partners, and visitors when interacting with the Director's office
• Provide backup reception support only when necessary and not as a primary responsibility
• Maintain strict confidentiality of all client, personnel, and program information
• Comply with all GTB policies and procedures
• Participate in professional development and required trainings
• Perform other administrative duties as assigned by the Human Services Director

OTHER SKILLS AND ABILITIES

• Excellent written and verbal communication skills
• Strong organizational, prioritization, and multi-tasking abilities
• High level of discretion and professional judgment
• Ability to handle sensitive information with integrity
• Ability to manage competing deadlines in a fast-paced environment
• Strong attention to detail and follow-through
• Professional demeanor and ability to interact respectfully with Tribal citizens and leadership

EDUCATION and/or EXPERIENCE

• High School Diploma or GED required
• Associate degree preferred; Bachelor's degree in related field a plus
• Minimum three (3) years administrative experience; executive-level support experience preferred

DRIVING REQUIREMENTS

• Valid driver's license and acceptable driving record required.
• Must be capable of traveling to all GTB Government properties when needed.

OTHER QUALIFICATIONS

• Must successfully complete a background investigation, drug, and alcohol screenings.
• Must adhere to strict confidentiality and GTB fiscal and personnel policies.

SUPERVISORY RESPONSIBILITIES

• None

EQUIPMENT TO BE USED

• Standard office equipment including computers, printers, copiers, fax machines, phone systems, and administrative software systems.

TYPICAL PHYSICAL DEMANDS

• Primarily sedentary office work. Occasional lifting up to 25 pounds. Frequent computer use and document handling.

TYPICAL MENTAL DEMANDS

• Requires independent judgment, prioritization of multiple deadlines, discretion in handling confidential matters, and sustained attention to detail.

WORKING CONDITIONS

• Office-based position within Human Services facilities. Occasional travel between Tribal facilities or attendance at meetings may be required.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is required.

This position is subject to IC3 Background Investigation, Drug Screen and Driving Record/Motor Vehicle Report (MVR).