Job Details

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Assistant I/II/III

Department: Career Development

Reports To: Administrative Support Supervisor

Supervises: N/A

FLSA Status: Non-Exempt

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

Job Type: Full-Time, Regular

AKBCU: No 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 clients, participants, and the general public, as well as provide exceptional administrative support for special projects.

Duties and Responsibilities:

Administrative Assistant I

• Provide a professional, high level of 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 visitor questions to the proper staff and departments.
• Maintain Career Development's calendar, and meeting room schedules and work with facilities and other staff accordingly.
• Ensure the Career Development's Computer Lab, Front Desk and meeting spaces are clean, well-supplied, and office equipment is in good working order and supplied at all times.
• Assist participants with employment and education questions, general resume development and simple IT issues while positioned in the Career Center computer lab.
• Create, file, organize and maintain any related electronic folders.
• Make photocopies, transmit documents, and perform other clerical functions.
• Schedule appointments for participants to meet with the appropriate Career Development staff. This includes first appointments with eligibility, workforce development, education and training teams, as well as rescheduling appointments as needed per participant or department staff request.
• Process program applications and referrals:
  1. Manage automated systems to support communication with participants, as available.
  2. Receive, review for completion, and document referrals for CITC programs.
  3. Document and track referral dates and due dates to meet program deadlines.
  4. Complete all applicable documentation within the Apricot case management system
  5. Provide a warm handoff of the participants to program staff.
• Document results of all program referrals.
• Become knowledgeable of CITC's various program services and CIRI Region services that could support CITC participants.
• Maintain confidentiality according to regulations, policies, and procedures.
• Schedule, attend and participate in monthly staff meetings.
• Perform all related administrative duties as assigned.

Administrative Assistant II

• Consistently perform all duties/responsibilities of Administrative Assistant I with a high level of proficiency as evidenced in a performance evaluation.
• Assist department staff with day-to-day operations, clerical duties, and special projects.
• Prepare letters, documents, flyers and other correspondence as requested.
• Ensure key communication information in the workspace is kept current.

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.
• Provide administrative and operational support to all programs within Career Development.
• Weekly reconciliation of the supportive service box and supportive services Smartsheet.
• Schedule department-related meetings, events, and manage calendars
• Support the Administrative Supervisor in recruitment efforts of new Administrative Assistant supportive work experience positions, to include screening, interviewing, and selection.
• Co-lead training program for newly hired Administrative Assistants and Supported Work Experience placements within the department.
• Assist Administrative Assistant I/II with job duties.
• Assist the Administrative Supervisor by being a resource for staff, having considerable knowledge of the department programs, technology and processes.
• Assist Administrative Supervisor with performing quality assurance (internal quality control) activities. Identify errors made in the functions of the administrative support team and bring them to the supervisor's attention.
• Provide feedback/training to Administrative Assistants. Feedback should include recommendations for training and other methods to improve accuracy.
• Function as Administrative Lead/Supervisor in the Administrative Support Supervisor's absence.

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 judgment.
• 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 a 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
• Six (6) months 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 Resources, or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
• Three (3) years of administrative or related work experience.

Minimum Qualifications for all Job Levels:

• Continued employment status contingent upon completion of a satisfactory state and federal fingerprint criminal background check.

Physical Requirements:

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

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 the duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.