Administration Assistant

Summary

Under the direct supervision of the Community Advocacy Program (CAP) Program Manager, the Administrative Assistant will provide direct administrative and office management support to the Program Manager and all other CAP Program staff.

Essential Duties and Responsibilities include the following :

• Adhere to all Federal, Tribal and Program Policies and Procedures.
• Respond to all calls and inquiries about the Three Sisters, Family Advocate, and Transitional Housing Programs. Direct inquiries or provide information or assistance as appropriate.
• Read and sort incoming mail. Update records and take appropriate action or distribute.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;

evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;

verifying receipt of supplies

• Attend meetings as directed, take notes, and distribute to program staff as required.
• Assist with the preparation and presentations to community groups, division staff, and other divisions promoting the benefits of the Community Advocate Program.
• Assist Program Manager with annual budget submission requirements.
• Assist in the planning, coordination, and execution of awareness campaigns and events.
• Assist in the development of program brochures, educational materials, and event / awareness flyers.
• Process and submit all program travel requests.
• Develop and maintain an organized filing system for program information.
• Submit CAP Program One Card Expense Reports for approval.
• Submit all Purchase Order requests for the CAP Program.
• Submit all Adobe Sign Requests (Check Requests, Credit Card Voucher Requests etc.,) for the CAP Program.
• Operate and use an automated system to input and extract information and generate reports and other information required by the Tribe and Grant funding agencies.
• Organize and schedule meetings and appointments.
• Track and maintain program staff calendar.
• Assist with review and update of program policies, procedures, and forms to ensure all are current and available to program staff.
• Complete program training as required.
• Report any suspected child abuse or maltreatment per the New York State Mandated Reporter Guidelines.
• Other related duties as assigned.

Supervisory Responsibilities : There are no supervisor requirements for this position.

Qualification Requirements : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Due to the sensitive nature of information, must maintain strict confidentiality at all times.

Education and / or Experience :

• High School Diploma or GED required with a minimum of five years’ experience; OR
• Certificate from an accredited training program with one year of experience; OR .
• Associate’s Degree in business administration.
• 1 year of experience in human services preferred.
• Other Skills and Abilities : Excellent time management skills and ability to multi-task and prioritize work; Attention to detail and problem-solving skills;

Excellent written and verbal communication skills; Strong organizational and planning skills. Ability to work alone or as part of a team.

Reasoning Ability : Ability to make sound judgment calls in accordance with policies and procedures, especially in a crisis situation.

Must have and maintain a valid driver’s license in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

The successful candidate must pass a drug test and background check prior to employment.

I have reviewed this Job Description with my immediate Supervisor and I understand the contents of it.