The Administrative Assistant will provide general administrative support for operations of the tribal government, including all reception and telephone support for Samish staff. The position answers inquiries and obtains information for the general public, tribal citizens, visitors, and other interested parties regarding tribal departments, and the location of satellite offices. The position provides oversight of shipping, receiving, and large-scale mailings, coordinates ordering and track inventory for general office supplies, and manages cash receipt log. Functions as the back-up for the Executive Administrative Assistant/Enrollment Officer. 

The Administrative Assistant will also provide assistance to the Enrollment Officer. This position will be first contact for citizens or inquiring parties for the Enrollment Department. The Administrative Assistant will be responsible for accurately providing or changing information within Enrollment files digitally and/or to physical files. They will also assist the Enrollment Officer with quarterly meetings with the Enrollment Committee.

This position is required to be organized, proactive, and possess exceptional communication and interpersonal skills and must have strong, detail-oriented skills. Accuracy and confidentiality are the most important components of this job.

Why work for Samish?

The Samish Indian Nation provides a very competitive compensation package, which includes medical, dental, vision, STD/LTD, Life Insurance, optional supplemental coverage plans, a 401(k) Plan, paid vacation and sick leave, and approximately 16 paid holidays. Best of all, we offer a great environment with passionate and caring staff!

Benefits Summary

• Health insurance including medical, dental & vision
• Life, AD&D, STD and LTD insurance
• Annual & Sick Leave
  
• Paid holidays (up to 16+ days per year)
• Paid jury, bereavement & cultural leave
• Wellness & Employee Assistance Plan
• 401(k) retirement plan
• Evaluations with potential wage increases at 6 months, 1 year and annually

Administration Assistant:

1. Answers multiple telephone lines including voicemail, and route calls to appropriate departments.
2. Greets guests in a professional and courteous manner and assists them with their inquiries and questions.
3. Prepares purchase orders and submits invoices for payment.
4. Maintains general office supply inventory including placing orders and verifying correct shipment of orders.
5. Prepares packages for delivery and tracking via FedEx or UPS and operates various types of office equipment including postage meter, copier, printers, fax, etc.
6. Assists and manages vendor bid files for the administration department following the Samish competitive procurement process and prepares spreadsheets with results of bidding process for analysis by management staff.
7. Provides organization and orderliness of the supply closets, conference room, and foyer.
8. Assists with research and writing for various Operations Departments tasks, events, and/or functions.
9. Composes internal and external office correspondence such as requests for documentation, news on upcoming staff events, and responses to requests for information.
10. Serves as the back-up for the Executive Administrative Assistant/Enrollment Officer.
11. Performs other duties as assigned.

Enrollment Support:

1. Performs data entry and provides accurate and timely citizen record maintenance.
2. Maintains complete and accurate applications and records in determining Tribal Citizen eligibility, in accordance with established procedures and filing systems.
3. Ensures accurate issuance of Tribal Identification Cards including US RealID Tribal cards in accordance with Tribal regulations.
4. Assists in coordinating with the Tribal Enrollment Committee Tribal citizen enrollment business and submit to Tribal Council for approval as needed.
5. Provides assistance for enrollment related questions and concerns.
6. Assists Enrollment Officer and COO with the Election Committee for enrollment information the committee will need for any Samish Elections and be present the day of elections to verify identities and signatures.
7. Work with other Tribal programs and provide necessary information when requested.
8. Establish the utmost degree of confidentiality and uphold the Tribal Enrollment Ordinance.
9. Other duties as assigned.

Physical Demands: Long periods of sitting (60% of time); occasional bending, crouching, stooping, stretching, reaching, lifting, carrying, and pushing (20% of time); and occasional standing and walking (20% of time). Occasionally lifts/carries up to 20lbs. Must possess manual dexterity sufficient to use office equipment with frequent repetitive motion such as writing, typing, cash-handling, and phone use. Must possess the ability to view print on a computer screen and/or paper document; the ability to speak and hear exchanging information with end users by telephone Mental/Visual Demands: Frequent mental and/or visual attention to task is required. Occasionally work requires heavy concentration. Frequent interruptions. Tasks involve eye-hand coordination. Working Environment: Work environment is mainly indoors with heat and some air conditioning. Must sit or stand at the desk for the majority of shift. Occasionally works alone without benefit of supervisor or co-worker. Unavoidable hazards/risks: Work requires minimal risks which require safety precautions (using some cleaning chemicals for light cleaning). Protective clothing or equipment may be required (goggles, gloves, masks, boots, etc.)

Samish Indian Nation is an Equal Opportunity Employer and actively encourages applications from all persons regardless of race, religion, gender, gender identity, age, national origin, marital status, sexual orientation, or ancestry.  Samish preference and Indian preference will be applied to the selection for this position as defined in Title 25, US Code Section 473.

CONFIDENTIALITY:  This position develops, maintains, and is responsible for safeguarding the computer/electronic and hardcopy file folders containing sensitive and proprietary information about the Tribe and its members.  The incumbent must maintain confidentiality of all work and files pertaining to enrollment, clients, survey results, and all other material that may identify individuals by name (either directly or by reference), as set forth by the Tribal Council in the Personnel Manual.  Any violation in this matter may result in immediate termination of employment. All materials, including electronic materials of any type or format, produced are considered works made for hire and are the property of the Samish Indian Nation.

Please state your eligibility for Indian preference in your cover letter.  Indian preference must be documented prior to interview or hiring.  BIA Form 4432 or tribal enrollment ID may be submitted with the application if claiming Indian Preference.

All persons who are offered employment with the Samish Indian Nation must give permission for a thorough background check of previous work performance, motor vehicle history, credit history and criminal history, as well as a pre-employment drug screen.