Jobs

JOB TYPE: Full Time
LOCATION: Administration
REPORTS TO: Commissioner of Administration
SALARY RANGE: $28.00 - $39.42

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 Coordinator serves as the support staff to the Commissioner of Administration and the Assistant Commissioner of Administration. The Administrative Coordinator is responsible for overseeing daily operations, managing schedules, coordinating meetings, and handling logistics. He/she must ensure no detail is overlooked and maintain an orderly and efficient work environment while performing difficult, confidential and specialized clerical and administrative support. This position will also serve as a liaison between Commissioners, Executive Assistants, Administration Directors, MLBO employees and outside constituents and organizations.

QUALIFICATIONS:
• Associate degree in secretarial science, business administration preferred, with a strong preference for a Bachelor’s Degree in one of those listed areas.
• Minimum of 5 years or more years of experience in supporting senior level leadership. This position represents the Commissioner of Administration’s office and must maintain the highest level of confidentiality and hold themselves to the highest standard at all times.
• Due to the nature of this position and information that is handled, this individual must remain unbiased on all information that passes through Administration.
• Demonstrated ability to analyze processes and work flow making recommendations and implementation plans to streamline as needed.
• Excellent organizational skills are required.
• Must have strong understanding of technology, proficient in word, Excel, PowerPoint, Zoom, remote conferencing and desktop software, and Laserfiche.
• Ability to complete a high volume of tasks and projects with little or no guidance and in a timely manner.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround, this includes after hours and weekends as well.
• Excellent judgement 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 professional.
• Knowledge of Robert’s Rules of Order is preferred, must be willing to learn.
• Knowledge of MLBO organizational procedures including OMB Policy and Procedures, and currently utilized computer applications.
• Taking and preparing minutes of meetings; writing memos, reports, letters, and other communication documents.
• Must have a strong capability of maintaining accurate records.
• 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 Administration including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff, Administration 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 a point of contract for internal and external communications. Prioritize and determine appropriate course of action, referral, or response with exercising judgement to reflect Administrations values.
• Assist with events/planning as needed (i.e., State of the Band, Employee Appreciation)
• Record meeting minutes for a variety of meetings including recording, drafting and maintaining minutes in a confidential and timely manner.
• Manages the calendars and appointments of the Commissioner and Assistant Commissioner of Administration, in a confidential manner.
• Assists with the creation of presentations and spreadsheets; prepares and submits various reports as needed.
• Process the Administration Department’s weekly timesheets for payroll.
• Performs general office support responsibilities such as: answering phones, screening calls, taking messages; reviewing, sorting and distributing incoming mail; operating copy machine.
• Maintains the MLB Text Alert System, updates correspondences from MLBO Government Programs to groups lists.
• Demonstrates initiative to assist and support the team without being directed.
• Other duties as assigned.

WORKING CONDITIONS:
• Nature of work is such that incumbent experiences frequent periods of moderate to high stress levels due to workload deadlines and leadership travel schedules.
• Work is exclusively in doors in a controlled climate area.
• Little threat of personal danger or risk.
• Hours are typically 8-5, with the possibility of extended hours due to deadlines and communications.
• Travel is minimal.