Summary: Under the direction of the Executive Director, the Executive Assistant/Human Resources Generalist provides support to the Scotts Valley Tribal TANF (SVTT) Program. This position provides for varied administrative and programmatic duties for Executive Director. The Executive Assistant must perform efficient and high-quality implementation of required activities to support achievement of the SVTT mission. Composes and types correspondence and emails, gathers, and relays confidential information, collects, and interprets information to develop reports, and maintains departmental files. Provides administrative support for the SVTT Program and compiles minutes/records of departmental meetings, and other-directed meetings as required to support the SVTT mission and vision. Must be confident, well organized, and comfortable working in a fast-paced environment with a high level of professionalism. Confidentiality is a fundamental characteristic, as well as exceptional written and verbal communication skills with sharp attention to details. Demonstrated ability to effectively handle problems quickly and efficiently is essential to the SVTT Program.
Reporting: Reports to the Executive Director and in his/her absence, will report directly to the Site Manager.
Essential Duties and Responsibilities:
● Screens, routes and/or responds to telephone calls and written inquiries from client- participants, contractors, vendors, and outside agencies.
● Assists with development and execution of office workload and planning standards, staffing requirements and budgets.
● Prepares correspondence on behalf of Executive Director.
● Organizes, produces, and distributes, in advance, required meeting materials including coordination with appropriate staff to ensure SVTT Program is fully prepared for all meetings.
● Creates, edits, reviews, and records meeting agendas.
● Assists with the development and maintenance of Tribal TANF manuals, provides procedural guidelines on operational matters.
● Research confidential and sensitive departmental or program issues.
● Coordinates office activities in support of the SVTT Program and in compliance with programmatic objectives.
● Creates and maintains files of Program Instructions, and other vital information from state and federal agencies.
● Maintains and follows up on all program projects and requests as delegated by the Executive Director.
● Reviews and maintains materials submitted by agencies, community members and organizations for content and compliance with program goals and closeout.
● Assists with the coordination of program staff training needs.
● Attends meetings, workshops as required.
● May access database for information retrieval and reporting.
● Coordinate communication with candidates, schedule interview and perform reference checks.
● Maintains employee confidence and protects operations by keeping human resource information confidential.
● Creates and records human resource meetings.
● Maintain and update all job descriptions.
● Other duties as assigned.
EDUCATION AND/OR EXPERIENCE: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
A Bachelor’s Degree in Public Administration, Education, Business Administration, Psychology, Social Services, Human Services, Communication, Human Resources, or related field preferred and a minimum of two (2) years of work experience in administrative support OR any combination of education and experience necessary to perform the duties of the position.
Competence with Microsoft Windows, MS Office Suite and Microsoft Teams
Experience with multi-line phone systems.
Knowledge of HR generalist job duties.
One year experience working in a Native American community preferred.