ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manages and supports Tribal boards, committees, sub-committees, and working groups by ensuring meeting preparation, agenda development, staff assignments, communications, minute taking, calendar management, and tracking follow up tasks. Acts as a liaison to ensure alignment between Tribal Council, OTC staff, boards and committees. Serves as the first point of contact for Chairpersons and Leads of supported boards and committees, using discretion when addressing issues and needs of Tribal Citizen board and committee members. Assigns staff and/or attend and support Tribal Citizen boards and committee meetings providing administrative and logistical support. Serves as lead presenter or facilitator when required. Manages the development of correspondence and communication related to assigned area, group, board, or committee. Coordinates directly with Tribal Citizens and executive leadership and schedules meetings, conferences, and events with the emphasis on maximizing attendees’ time and effectiveness. Delegates and provides direction to subordinate team members.
2. Manages the delivery of government services to Tribal Citizens including general inquiries, distributing correspondence, mailers, notices and other forms of communication in a timely manner. Coordinates the preparation of Tribal Citizen residence and income verification letters, tax-exempt forms, develop and maintain the Registry of Vital Statistics for Tribal Citizens and change notifications concerning the transition to adult voting and benefit privileges. Maintains accurate quorum count, Governing Council members and other Tribal Citizen age lists. Evaluates Tribal programs, conduct research, and other information to improve process efficiencies. Manages all administrative functions related to Tribal Elections, including nominations, elections, and appointments pursuant to the Nation’s laws, including the conduct and integrity of the nominations and elections processes, preparation and maintenance of ballots and records, and qualifications related thereto.
3. Collaborates with senior leadership to develop and implement a comprehensive document repository system for official records and actions of the Tribal government, including those of Tribal Council, boards, committees, sub-committees, and working groups. Manages the maintenance of the system and develop policies to support system requirements.
4. Maintains the official record of Tribal Citizen government services, including tracking term expirations and providing timely notifications to relevant stakeholders. Composes sensitive and highly confidential correspondence, reports, policies, and other complex documents independently from rough draft, marginal notices, and/or verbal instructions from OTC leadership.
5. Owns and maintains multiple department budgets. Manage tracking of all expenses while ensuring accurate billing and accounting of General Ledgers. Supports leadership in oversight of Procurement card expenses, required entries, and reporting. Prepares monthly budget reports and dashboards with actuals and forecasts for executive review.
6. Manages and prioritizes multiple projects and tasks simultaneously, ensuring deadlines are met. Collaborates with internal and external stakeholders to ensure compliance and accuracy.
7. Performs other duties as assigned to support the efficient operation of the department.
SUPERVISORY RESPONSIBILITIES
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning reviewing and directing work; evaluating and appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Makes hiring decisions and designs individual development plans with succession planning in mind for all key roles.
EDUCATION, EXPERIENCE AND QUALIFICATIONS
Bachelor’s Degree required.
Minimum five (5) years of career-level experience within complex government organizations or professional corporations required.
Minimum one (1) year experience in a leadership role preferred.
Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.
KNOWLEDGE, SKILLS AND ABILITIES (KSA)
Previous board and executive experience required.
Tribal government experience preferred.
Strong knowledge of constitutional principles and legal terminology preferred.
Experience applying meeting principles and procedures such as Robert’s Rules of Order preferred.
Demonstrated experience in processing confidential information without judgement or opinion and with the upmost discretion.
Holds self and others to the highest standards of integrity, selflessness, sound judgment and performance.
Displays exceptional communication skills across all mediums and ability to create exceptionally high-quality presentations and accompanying collateral.
Exercises a high level of accountability and the ability to diplomatically give and receive constructive criticism.
Demonstrates a strong attention to organization, detail and accuracy, effective time management, prioritization, and troubleshooting.
Experience with anticipatory issue spotting and problem solving.
Ability to plan and prioritize and resiliency to navigate changing priorities and ambiguity while remaining accessible and responsive.
Strong problem-solving and decision-making skills.
Ability to work independently and collaboratively in a fast-paced environment.
Proficiency with Microsoft Office Suite and other relevant systems is required.
Ability to learn and accurately use various platforms and technologies.
Adapts quickly and professionally to changing priorities in a fast-paced environment and remains accessible and responsive to the Vice President, Tribal Operations - OTC, Director, Operations – OTC, and Sr. Manager, Operations – OTC including off hours as needed.
LICENSES, CERTIFICATIONS AND REGISTRATIONS
At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
CA Notary Public commission may be required.
No Driving Responsibilities: Role does not require a driver’s license or insurance.
PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT
The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.
Primary work environment is in a climate-controlled office setting.
Work requires travel to attend meetings, trade shows, and conferences.
Incumbents may be required to work evening, weekend and holiday shifts.
Must be able to work in a fast-paced, high-demand environment.
Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
The employee may be exposed to fumes or airborne particles including secondhand smoke.
Reasonable accommodation will be made in compliance with all applicable law.
As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!