Administrative Assistant (CFSD)

Job Description

Job Description

C OOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title : Administrative Assistant (I / II / III)

Department : Child & Family Services

Reports To : Operations Manager

Supervises : None

FLSA Status : Non-Exempt

Pay Grade : N2 (I ), N3 (II), N4 (III)

Job Type : Regular, Full-Time

AKBCU : Yes ICPA : Yes

General Functions :

This is a developmental position designed to grow in depth and breadth from Administrative Assistant I to Administrative Assistant III with progressively more responsibility.

The main functions of this position are to serve as a courteous first point of contact for participants, internal and external community partners to promote information and access to CFSD services, and to provide essential administrative support for day-to-day operations of the department.

Duties and Responsibilities, including but not limited to :

Administrative Assistant I

• Provide professional, high level customer service to all CITC staff, participants, vendors, and key stakeholders.
• Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and participant questions to the appropriate staff.
• Ensure the CFS front desk is open on time daily and staffed throughout the business day.
• Ensure administrative workspace and kitchen area are kept clean and orderly, with equipment in good working order at all times.
• Assist CFS staff with scheduling rooms within CITC and / or reserving space at external agencies for meetings.
• Schedule and send out invites for department-related meetings / events, site visits, committees, and other program-specific activities.

Perform all related administrative duties as assigned.

• Provide support to department staff to utilize IT’s help desk and / or coordinate with IT on behalf of staff to ensure everyone has reliable, functioning technology equipment.
• Serve as the general point of contact for the department with Facilities in order to relay work order requests, repairs needed, vehicle maintenance, and other communications regarding essential services provided by Facilities.
• Coordinate logistics for program cultural activities, including vehicle reservations, room reservations, and special supplies needed.
• Monitor and maintain inventory of office and kitchen supplies, to ensure the office remains well-supplied.
• Purchase program, office, and kitchen supplies online and from local businesses.
• Prepare monthly credit card reconciliation reports, and maintain orderly records of all credit card purchases and reports.
• Create, organize, and maintain paper and electronic administrative records and files.
• Assist in creating, formatting, and updating essential paper forms and electronic documents in support of department operations.
• Make photocopies, transmit documents, scan program participant files, and perform other clerical functions as assigned.
• Monitor incoming acknowledgement forms for supportive services.
• Serve on the organizational Activities committee as a representative of the department, participate in the planning and preparation for special events, and relay information to staff regarding upcoming activities.

Administrative Assistant II

• Consistently perform all duties / responsibilities of Administrative Assistant I with a high level of proficiency as evidenced in a performance evaluation.
• Coordinate and deliver administrative support to the Sr. Director, Operations Manager, and department with day-to-day operations, including but not limited to :
• Prepare and submit check requests, purchase requisitions, and other essential Accounting related forms as assigned.
• Process contract invoices for payment, maintain accurate records of invoices, and correspond with contractors and Accounting regarding invoice inquiries.
• Order business cards for new and existing staff.
• Assist with registering staff for trainings and track completion as assigned.
• Monitor and respond to participant inquiries received via myCITC.
• Prepare and deliver emails, letters, and other correspondence, as the initial point of contact for inquiries to CFS and as requested.
• Monitor and respond to incoming requests for supportive services, document all approved and delivered items, track completed acknowledgement forms, and deliver approved items to staff or participants as appropriate.
• Receive, route, track and distribute participant records in response to subpoenas and records requests.
• Maintain orderly records of completed subpoenas and records requests.
• Complete and track travel pre-authorizations for staff or partner approved grant-related travel.
• Assist other staff and / or security to assist participants to deescalate crisis situations.
• Serve as a departmental representative with the Operations Managers on CITC’s Health and Safety Committee, complete all required trainings, and follow all guidelines for emergency evacuations and other critical health and safety matters.
• Promote programs to internal and external stakeholders and participants.
• Respond to inquiries from internal and external partners, including OCS, about the referral process.

Administrative Assistant III

• Consistently perform all duties / responsibilities of Administrative Assistant I / II with a high level of proficiency as evidenced in a performance evaluation.
• Participant Services Data Entry and Reports :
• Document participant services in the electronic database, complete case file audits, and provide general administrative support for program data entry and reporting as assigned.
• Prepare forms for program services in a range of formats, including Word, fillable PDF, and electronic forms.
• Assist Operations Manager in the preparation of monthly, quarterly and annual report summaries of department services.
• Contracts Coordination :
• Act as the main point of contact for contract submission in CITC’s contracts management system (CMS) and with the contracts team.
• Assist the Operations Manager with the procurement process.
• Submit, update and monitor contract requests in CMS.
• Secure signatures on approved contracts with the contractor and Sr. Director, and circulate copies of executed contracts to relevant parties.
• Responsible for maintaining accurate electronic files related to each contractor, including executed contracts, invoices, scopes of work, and records of sole sourcing approval.
• Responsible for the year end audit of all department contracts, outstanding invoices, and submitting final invoices by year end deadline.
• Administrative Support for Staff Training :
• Maintain up-to-date knowledge and comprehension of CARF standards regarding required staff training subject matter.
• Provide technical support to the Operations Manager in the planning and preparation of annual staff training plans.
• Assign trainings in Relias according to the department annual training plan.
• Monitor completion of trainings and follow up with staff as needed.
• Maintain orderly annual records of staff transcripts, certificates, and other essential training documents to support ongoing CARF accreditation.

Job Specifications :

• Excellent verbal and written communication skills; knowledge of proper grammar, good vocabulary, spelling and proofreading skills.
• Excellent public contact skills and telephone etiquette.
• Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
• Proficient use of PCs and standard office equipment.
• Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Ability to make sound decisions and exercise good judgement.
• Ability to work closely with personnel from other departments within Cook Inlet Tribal Council.
• Ability to work independently and with minimal supervision while maintaining attention to detail.
• Ability to prioritize workload and adapt to changing priorities.
• Maintain high degree of sensitivity regarding confidential information.
• General knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

Minimum Core Competencies : CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving / Critical Thinking, Communication Skills.

Minimum Qualifications :

Administrative Assistant I

• High school diploma or GED.
• One year of experience working as a receptionist, administrative or related work experience.
• Successful completion of CITC’s Administrative Apprenticeship Program may substitute for the experience requirement.

Administrative Assistant II

• High School diploma or GED.
• Two (2) years of progressive experience working as a receptionist, administrative, or related work experience.

Administrative Assistant III

• Associate’s degree in Business Administration, Organizational Development, Human Services or related field, Relevant experience may substitute for educational requirement on a year-for-year basis.
• Three years of administrative or related work experience.
• Valid Alaska Driver’s License and be insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.

Minimum Qualifications at all Levels :

Continued employment is contingent upon satisfactory completion of state and federal background check.

Physical Requirements :

Primarily works in an office setting, with extended periods of time at a desk and on a computer.

NATIVE PREFERENCE STATEMENT : Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.

120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN / AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children.

Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.

It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.

Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.

This job description is not an employment agreement or contract.