[OR_Archaeology] Position Announcement

[POULEY John * OPRD]

https://www.governmentjobs.com/careers/Oregon/jobs/1621719/commission-assistant


Commission Assistant
Salary
$3,182.00 - $4,680.00 Monthly $3,182.00 - $4,680.00 Monthly
Location
Salem, OR Salem, OR
Job Type
Other - see job posting
Department
Commission on Indian Services
Job Number
LEG17-0001
Closing
1/25/2017 11:59 PM Pacific

  *   Description<https://www.governmentjobs.com/careers/Oregon/jobs/1621719/commission-assistant#details-info>
  *   Benefits<https://www.governmentjobs.com/careers/Oregon/jobs/1621719/commission-assistant#details-benefits>
  *   Questions<https://www.governmentjobs.com/careers/Oregon/jobs/1621719/commission-assistant#details-questions>
Description

Legislative Commission on Indian Services is recruiting for one full-time, continuing Commission Assistant.

The Legislative Commission on Indian Services exists for the purpose of improving services for American Indians in the state of Oregon by serving as an information clearinghouse on services and programs available to American Indians, disseminating that information, conveying Indian service and program needs to state government and others, assessing programs and services to Indians, and recommending necessary improvements to the state and other governmental and private agencies.  Also by statutory authority, the Legislative Commission on Indian Services (LCIS) provides advice and assistance to other state agencies on matters pertaining to the protection and preservation of American Indian cultural resources (burial, archaeological, religious sites and artifacts).  A large portion of Commission work involves monitoring and providing advice with regard to state/tribal government-to-government relations under Oregon law and policy.

The Commission Assistant's purpose is to provide clerical, administrative, and coordinative support to the activities of the Commission as directed by Commission policy and as directed and supervised by the Executive Officer.

PLEASE NOTE:  WHILE TRANSCRIPTS ARE NOT REQUIRED TO BE SUBMITTED FOR THIS RECRUITMENT, A DETAILED RESUME IS.  APPLICATIONS SUBMITTED WITHOUT A DETAILED RESUME MAY NOT BE CONSIDERED.
Duties & Responsibilities
*         Custodian of all office records, files, library collection, office supplies, mailing lists, contact information and schedules.  Monitors web page and makes frequent updates. Requires the accurate and up to date maintenance of all the above and requires organizing all the above for efficient retrieval at all times.  Office point of contact on a daily basis.

*         Receives, opens, date stamps, and routes incoming correspondence.  Types Commission or Executive Officer correspondence, reports, etc.  Handles filing of certain permits and publications.  May draft and compose Commission correspondence and other communications such as meeting notices, as directed by Executive Officer.  Responsible for maintaining files of correspondence and other communications.

*         Serves as office receptionist--receiving and screening all incoming calls and visitors.  Must independently address caller or visitor needs in as many instances as possible before referral to Executive Officer.  Must also be able to refer to other appropriate information resources, i.e., other offices, agencies, programs, etc.

*         Coordinates and processes all agency financial transactions according to current Legislative Administration procedures for Executive Officer or Commission approval.  Includes maintaining accurate records of Commission expenditures, preparing vouchers for payments, and maintaining in-office accounting records of special projects such as conferences or workshops.  Upon request, gathers financial information to estimate costs for development of agency budget, proposal, reports, or projections.  Booking of LCIS accounts-written preparation of the agency biennial budget including calculating administrative costs, managing, monitoring and authorizing agency service and supply expenditures.

*         Provides clerical and coordinative support to the Executive Officer and the Commission for periodic meetings.  Typical tasks include making meeting room reservations, preparing, posting and distributing meeting notices equipping meeting area with necessary files, organizing notebooks, sign-up sheets, supplies, audio equipment and exhibits, and ordering lunch for working meetings.  Takes meeting notes, completes errands as requested, processes payment vouchers for members' meeting attendance expenses, summarizes taped proceedings, edits and produces detailed official meeting minutes.

*         Upon request or as directed by the Executive Officer or Commission, provides basic information and referral assistance to the public, state and other governmental agencies, Indian tribes and organizations relating to Commission activities, Indian culture, programs, services, legislation, laws, procedures, and resources.  Typically responds orally, in writing, or appropriate referral.

*         Assists Executive Officer and/or Commission to coordinate numerous regular, special activities and government-to-government meetings and trainings.  Typical tasks include making all necessary arrangements to secure meeting space, arranging travel or lodging accommodations, selecting meal menus and facilities, acquiring necessary equipment, set-up, organizing and delegating volunteer jobs, and assistance with contacting and arranging for speakers, presenters, witnesses and participants, handling registration and preparing/copying meeting and event materials under the direction of the Executive Director.  Handles arrangements & reimbursement for Executive Director when attendance at meetings, events and travel required by Executive Director CIS as LCIS Liaison.

*         Updates, compiles, designs, produces, and distributes biennial publication of the agency's American Indian Resources Directory.  Updates all LCIS publications such as the Key Contact Directory and other various state-tribal directories and materials related to government-to-government.  Statute ORS 182.162-168.  Maintains bill tracking documents during legislative session at the direction of the Executive Director.   Maintains and updates LCIS website.

*         Budget Preparation:  Prepares the agency biennial budget, including:  projecting and documenting resource needs; analyzing selected operating costs to assure accuracy, integrity and completeness of supporting documentation, gathers required data such as key performance measures.  Participates in monitoring execution of the agency budget by evaluating, analyzing and forecasting projected expenditures related to office and commission operations.  Authorizes expenditures for office operating supplies and equipment, including working with vendors and coordinating the selection and delivery of office furnishings and capital equipment.

*         Periodically drafts, edits, produces, and distributes LCIS informational brochure and replenishes info kiosk and updates bulletin board including contacting Tribes for brochures and other information to provide the Commission office and Commission-sponsored events.

*         Other duties as assigned by the Executive Office or the commission members.
Qualifications, Required & Requested Skills

MINIMUM QUALIFICATIONS
*         Five years secretarial/administrative assistant experience, which included two years using a computer at a full performance level, typing, word processing, spreadsheets or other generation of documents AND lead work responsibility or coordination of office procedures. (OR)
*         Bachelor degree and one (1) year of clerical/secretarial experience, which included full performance level typing, word processing, or other generation of documents AND lead work responsibility or coordination of office procedures.

*         An equivalent combination of education and experience sufficient to demonstrate the ability to perform the duties of the position may be considered.

Desirable Attributes:

Familiarity with the federally recognized tribal goverments in Oregon, their organization, and issues of concern as well as general knowledge of Native Americans and Indian issues.

Knowledge and experience with legislative process and state government organization and function.  Prior experience with state legislative and executive branch agencies and Tribal government .

Oral and written communication skills.

Planning and organizational skills.

Ability to work effectively with diverse groups and individuals.

Ability to work independently with little supervision.  Experience working in small office situation.


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