Senate Committee & Intergovernmental Affairs Coordinator

Summary

JOB TITLE: Senate Committee & Intergovernmental Affairs Coordinator

DEPARTMENT: Administration

POSITION SUMMARY

The Senate Committee/Intergovernmental Affairs Coordinator is responsible for maintaining the official government record for Senate committees and for facilitating communication between Swinomish committees and program staff. The Coordinator is responsible for support of all intergovernmental affairs functions. This position reports to the General Manager.

JOB DUTIES

Committee Coordinator

• Coordinates with Swinomish staff to compile draft agendas in the tribe's agenda software for committee chair approval and distribution to committee members and/or presenters when finalized.
• Provides administrative support to committee chairs upon request.
• Responds promptly to questions from staff regarding committee procedures.
• Responsible for recording all committee meeting minutes in the tribe's agenda software according to Roberts Rules of Order during the meeting and distributes notifications of committee determination to presenters within one business day.
• Manages e-mail votes in Outlook.
• Ongoing maintenance of committee meeting calendar in Outlook to keep all committee members and relevant staff updated on scheduled, re-scheduled and canceled meetings.
• Maintains a committee listing, including member contact information, and coordinates with IT on updating e-mail listings for each committee.
• Serves as the virtual meeting host as needed for remote committee meetings.
• Maintains user accounts and agenda setup for committee meetings in the tribe's agenda software.
• Maintains committee sign-in sheets and submits to Finance for stipend processing
• Completes annual training for maintenance of professional skills.

Intergovernmental Affairs Coordinator

• Provide administrative support to all Senators, contractors and SITC staff working in intergovernmental affairs.
• Responsible for scheduling and support of all intergovernmental meetings.
• Distribute meetings invitations and information to Senate and appropriate staff.
• Ongoing maintenance of meeting calendar in Outlook.
• Responsible for all travel arrangements for members of the Senate.
• Responsible to submit updated resolutions to board and committees as approved by the Senate.
• Responsible to process and maintain an electronic data base of all letters of support, consultation responses, and other formal responses of the Senate.
• Serve as a back up to the Executive Assistant and Senate Recording Secretary.
• Other duties as assigned

MINIMUM QUALIFICATIONS

• Associates degree is required
• Minimum three years of tribal government experience
• Minimum three years of experience coordinating and maintaining multiple schedules
• Experience working in a confidential environment
• Customer service experience required

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Roberts Rules of Order
• High-level computer skills, including ability to type 80 WPM
• Attention to detail
• High-level of professionalism with a commitment to customer service
• Culturally appropriate social skills to successfully coordinate between elected leaders and Tribal staff
• Driver's license required
• Experience with Microix, Municode, Zoom, Microsoft teams and Microsoft Outlook preferred

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Job Description

JOB TITLE: Senate Committee & Intergovernmental Affairs Coordinator

DEPARTMENT: Administration

POSITION SUMMARY

The Senate Committee/Intergovernmental Affairs Coordinator is responsible for maintaining the official government record for Senate committees and for facilitating communication between Swinomish committees and program staff. The Coordinator is responsible for support of all intergovernmental affairs functions. This position reports to the General Manager.

JOB DUTIES

Committee Coordinator

• Coordinates with Swinomish staff to compile draft agendas in the tribe's agenda software for committee chair approval and distribution to committee members and/or presenters when finalized.
• Provides administrative support to committee chairs upon request.
• Responds promptly to questions from staff regarding committee procedures.
• Responsible for recording all committee meeting minutes in the tribe's agenda software according to Roberts Rules of Order during the meeting and distributes notifications of committee determination to presenters within one business day.
• Manages e-mail votes in Outlook.
• Ongoing maintenance of committee meeting calendar in Outlook to keep all committee members and relevant staff updated on scheduled, re-scheduled and canceled meetings.
• Maintains a committee listing, including member contact information, and coordinates with IT on updating e-mail listings for each committee.
• Serves as the virtual meeting host as needed for remote committee meetings.
• Maintains user accounts and agenda setup for committee meetings in the tribe's agenda software.
• Maintains committee sign-in sheets and submits to Finance for stipend processing
• Completes annual training for maintenance of professional skills.

Intergovernmental Affairs Coordinator

• Provide administrative support to all Senators, contractors and SITC staff working in intergovernmental affairs.
• Responsible for scheduling and support of all intergovernmental meetings.
• Distribute meetings invitations and information to Senate and appropriate staff.
• Ongoing maintenance of meeting calendar in Outlook.
• Responsible for all travel arrangements for members of the Senate.
• Responsible to submit updated resolutions to board and committees as approved by the Senate.
• Responsible to process and maintain an electronic data base of all letters of support, consultation responses, and other formal responses of the Senate.
• Serve as a back up to the Executive Assistant and Senate Recording Secretary.
• Other duties as assigned

MINIMUM QUALIFICATIONS

• Associates degree is required
• Minimum three years of tribal government experience
• Minimum three years of experience coordinating and maintaining multiple schedules
• Experience working in a confidential environment
• Customer service experience required

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Roberts Rules of Order
• High-level computer skills, including ability to type 80 WPM
• Attention to detail
• High-level of professionalism with a commitment to customer service
• Culturally appropriate social skills to successfully coordinate between elected leaders and Tribal staff
• Driver's license required
• Experience with Microix, Municode, Zoom, Microsoft teams and Microsoft Outlook preferred

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance