Description
FIRST POSTING TO ENROLLED ONEIDA TRIBAL MEMBERS ONLY
Salary is Negotiable
After successful completion of the probationary period, employee will receive off probation wage increase.
Summary:
Under direct supervision of the Deputy Chief Counsel, performs and/or oversees a variety of associated administrative, fiscal, personnel support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinate and facilitate meetings, program functions, and/or special events, as appropriate.
Responsibilities:
* Supervise, train, assign duties to, and coordinate the activities of staff to include evaluations, scheduling, disciplinary actions, hiring, training, orientation, and employee motivation
* Coordinate appropriate coverage of Administrative support staff to ensure effective daily duties are accomplished.
* Perform basic secretarial tasks; distribution of mail, copying, faxing, and accurately typing memos, correspondence, reports, forms, notes etc.
* Answer incoming telephone calls ensuring professional telephone etiquette; determine purpose of call, take message and/or forward call to appropriate personnel or department, check voicemail messages and forward to appropriate staff.
* Greet visitors with courtesy and respect and direct them to the appropriate staff or department.
* Prepare correspondence, reports, memos, forms, and other documents and communications from drafts or verbal instruction as requested.
* Maintain inventory of office supplies, equipment, and office furniture.
* Maintain and operate office machines, equipment, and computers. Perform or coordinate general maintenance and repair
* Ensure employees time is accurate and submitted to the Time and Attendance Department within set timeline.
* Maintain financial records; process accounts payable, purchasing and travel documents; prepare and issue receipts for payments.
* Develop and maintain the budget for the office which includes working with attorneys to identify future budget needs regarding litigation and project activities; work with staff to identify alternative resources and how to lower overall office costs while maintaining quality and efficiencies; identify trending and savings to project expenditures.
* Monitor and track departmental budgets; prepare reports as requested.
* Prepare and process travel-related documents and maintain travel information as necessary.
* Coordinate department special events and activities.
* Maintain employee files and process personnel documents with Human Resources ie; contracts, vehicle insurance information, annual performance evaluations, State Bar certifications, other employee training certifications as required.
* Develop measurable performance evaluations for attorney and support staff according to department goals and objectives.
* Data entry of contract review requests, assign and distribute to attorney staff for legal review.
* Work closely with Business Units and Attorney staff to assure contracts are reviewed and processed in a timely and efficient manner.
* Compose and respond to a variety of general inquires related to the contract process, contract forms, and status of contracts for legal review.
* Follow through on all work assigned by Attorneys and Chief Counsel.
* Maintain legal file systems and databases for monitoring client activity.
* Assist paralegal and attorney staff in client file management.
* Assist paralegal with reports and assignments.
* Assist with development of departmental work standards and/or Standard Operating Procedures.
* Provide excellent customer service and work closely with internal/external customers to address needs in a professional manner.
* Participate in Organizational teams as assigned.
* Prepare, proofread, process and/or notarize legal documents.
* The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position
Skills:
Nonessential:
* Ability to carry out instructions furnished in verbal or written format
* Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
* Ability to represent the organization in a professional manner, building respect and confidence.
* Ability to handle multiple tasks and meet deadlines
* Ability to write clear and concise reports, memoranda, directives, and letters
* Knowledge, experience, and skills operating a personal computer with word-processing, spreadsheet, and database software programs in a windows environment
* Ability to work independently with minimal supervision
* Ability to communicate effectively both verbally and in writing.
* Knowledge of records management and basic accounting procedures including budgeting
* Ability to demonstrate excellence in everything, and continually seek improvement in results.
Education Requirement - Or A Closely Related Field:
Education with Equivalent Qualifications:
Essential:
* Bachelor's Degree in Business Administration
Credentials:
Essential:
* Insurance Required
* Driver's License Personal & Tribal Vehicle
Working conditions:
Essential:
* Sit frequently
* Walk frequently
* Reach with hands and arms
* Talk frequently
* Hear frequently
* Stand occasionally
* Bend/stoop occasionally
* Kneel occasionally
* Crouch Occasionally
* Crawl occasionally
* Lift 11-24 pounds occasionally
* Move 11-24 pounds occasionally
* Office setting
* Moderate noise level
* Must be an enrolled member of the Oneida Nation
Experience:
Essential:
* Executive level administrative work
Nonessential:
* Accounting
* Developing SOP
* Using Microsoft Suite
* Supervisory
* Timekeeping Software
Other information:
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT - The Oneida Nation does not discriminate based on race, color, national origin, sex, religion, age or disability status in employment or the provision of services. However, individuals of Indian ancestry and Veterans will be given preference by law in employment.
Continuation of this position is contingent upon funding allocations.
Must maintain strict security, confidentiality, and quality to meet professional standards of the department.
Must adhere to all Oneida Nation Personnel Policies and Procedures, Oneida Nation Standard Operating Procedures, and Area and Program Strategic Plans and Policies.
Must pass a background check to meet Employment Eligibility Requirements. If applicable, must pass a background check to meet Oneida Nation/State Compact and/or Oneida Nation Gaming Ordinance, and may be required to obtain a temporary license and/or Gaming license as a condition of employment.
Must be willing and able to obtain additional related education and training.
Must pass a pre-employment drug screen and adhere to the Nation Drug and Alcohol-Free Workplace Policy.
A Tuberculosis (TB) Screening and/or a 2 step TB Skin Test is required within thirty (30) days of employment.
Must provide a copy of diploma/degree, license, or certification upon employment.
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