DNR EXECUTIVE ASSISTANT (IN-HOUSE)

VACANCY ANN#:   STOI-25-039
TITLE:                         DNR EXECUTIVE ASSISTANT (IN-HOUSE)
DEPARTMENT:        DNR 
SUPERVISOR:          DNR DIRECTOR
LOCATION:               WELLPINIT, WA
STATUS:                    FULL-TIME, NON-EXEMPT
RATE OF PAY:          UP TO $27.34 / HOUR
OPENING DATE:     APRIL 28, 2025
CLOSING DATE:     MAY 5, 2025

INTRODUCTION:
The DNR Executive Assistant will oversee the Department of Natural Resources program, which are supported by a staff of approximately one hundred full time and seasonal employees. The incumbent will serve as an assistant to the Director and Assistant Directors for the department. The incumbent will develop and implement improved methods of office workflow and be responsible for secretarial skills vital in communication, and the administration of proper office management procedures. The incumbent will coordinate departmental functions and provide assistance to program managers. The incumbent ensures coordination between DNR programs, Tribal and outside agencies to provide better arrangements, meetings, workshops, and telephone conferences. The incumbent will monitor DNR Cuff account. The incumbent will assist the Wildlife Program Manager and Land Acquisition Specialist with records tracking and records filing within the New Land Acquisition portion of the BPA MOA.

MAJOR DUTIES AND RESPONSIBILITIES:
•    The incumbent is expected to exercise mature and common judgement, initiative, and resourcefulness in carrying out the responsibilities of this position
•    Ensure the confidentiality of all information obtained is kept in a locked file cabinet when not in use and all incoming information regarding consumers is kept confidential
•    Assist DNR staff as needed with phones, mail, copies, computers, supplies, travel arrangements, and other necessary needs
•    Provide support and assistance to the community to ensure that their needs are met
•    Coordinate Director’s activities, appointment book, travel arrangements, staff meetings, outside agency meetings, workshops, and trainings
•    Closely monitor DNR budget to ensure that preauthorization and obligations are met and that funding levels are sufficient 
•    Prepare annual budget revisions, purchase orders, vouchers requests, reimbursements, internal invoices, ensure that invoices are paid, and maintain cuff account
•    Ensure that all DNR staff timesheets are correct, signed, alphabetized, and turned into the  Payroll Clerk in a timely manner
•    Ensure that all outgoing mail is delivered to the Tribal office daily. Pick up the incoming mail from the Tribal office and post office daily
•    Maintain the security and safety of the Department of Natural Resources clients, staff, and buildings. Ensure that the building’s alarm systems are running accurately. Ensure that maintenance is done on all systems in the building to ensure the safety of clients and staff
•    Maintain, schedule, and prepare the DNR conference room area to accommodate all types of meetings, conference calls, etc.
•    Maintain Copy Room cleanliness including coffee pot, utensils, plates, etc.
•    Develop, implement, and monitor complex filing systems
•    Order supplies when needed
•    Type memos, letters, leases, reports, etc. and distribute
•    Proper use of Internet and email
•    Monitor office equipment, inventory, and supplies
•    Monitor maintenance of DNR buildings, equipment, and DNR vehicles
•    Monitor auto/equipment sign out requests
•    Maintain updated departmental forms available such as leave forms, travel, mileage, timesheets, status changes, etc.
•    Work with the Land Acquisition Team to track documents for the successful purchase of lands through the BPA MOA
•    Assist in the preparation of reports, presentations, and other documentation to support the Spokane Tribe’s land and acquisition efforts and decision-making processes
•    Maintain accurate and up-to-date records of the Tribe’s land assets that are purchased through the BPA MOA
•    Develop and implement tracking system and processes for managing and analyzing where each parcel of land is within the initial purchasing process

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

•    Demonstrate strong leadership skills and ability to prioritize
•    Knowledge of Spokane Tribe of Indians Fiscal management
•    Knowledge of Spokane Tribe of Indians Policies and Procedures
•    Computer skills
•    Ability to read, analyze, and interpret incoming documents
•    Ability to communicate effectively to the community you serve
•    Ability to apply principles of logical thinking to a wide range of problems
•    Ability to deal with nonverbal symbolism
•    Be available for training as deemed necessary
•    Oral discussions with immediate supervisors

MINIMUM REQUIREMENTS: 
•    10+ years experience in office management or related

*Indian Preference Applies – Indian Preference grants preference to any enrolled member of a federally recognized tribe.

Confirmation receipt of on-line submission and interview status will be sent to the applicants e-mail address used in applying. Applicants are responsible to regularly monitor their e-mails for application / interview status. 

Contact: Sabrina McCoy, or Kammi Rosenbaum
509-458-6583 or 458-6527 
E-mail: [email protected]
Applications must be received in the Human Resource Department no later than 4:30 p.m. on the closing date.
The Spokane Tribe reserves the right to hire according to its Indian Preference Policy
All Applicants are subject to a Pre-Employment Drug Test 
All Positions with the Spokane tribe of Indians are subject to a 90-day orientation period