Job Class: Administrative Assistant
Type of Position: Non-Exempt
Location of Work: Juneau
Salary Grade(s): 7
Hours of Work: M-F, 8:00 – 4:30
Employment Category: Regular Full-Time
Under minimal direction, Administrative Assistant will perform specialized complex work on a wide variety of clerical services which require independence, judgment, and initiative. Determines office needs in prioritizing and organizing work and the appropriate action to be taken. Has knowledge of the organization’s programs and policies, understands the processes involved in various procedures. This is the advanced level clerical position.
This class is distinguished from the Administrative Clerk III, by the additional duties of assisting the Program Manager with budget reporting of the program.
Reports To: Varies
Supervises: May supervise Administrative Clerk I, II, III positions and/or volunteers.
Liaison To: N/A
• Provide full range of reception duties such as answering phones, greeting the public; transfer/refer public to Tlingit & Haida programs.
• Provide a full range of basic clerical duties, such as processing the incoming and outgoing mail, photocopying, and faxing, scanning, filing, assembling and distributing materials.
• Serve as a resource person for the department, and the public by providing information requiring considerable interpretation and explanation of policies and usually a general knowledge of all the department services. This may require considerable tact and discretion in sensitive areas.
• Update files, and maintain a variety of paper and computer records such as addresses, telephone numbers, vacation schedules, attendance and timesheets, numerical logs, ledgers, and client files.
• Provide complex word processing support for the program with minimal direction.
• Review complex applications or documents. Work with applicants, other service agencies, and conduct complex searches through regulations to determine accuracy of information to clarify applicant status; use judgment in applying criteria, rules, regulations, and policies.
• Perform complex data entry tasks for which there is a variety of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors.
• Gather and compile statistical information and prepare regular and recurring reports departmental grant sources. This may involve researching files, contacting clients or vendors, or other outside sources to obtain missing information or to correct the information.
• Make travel arrangements as necessary.
• Coordinate work by scheduling assignments and may oversee the work of other clerical employees.
• Performs difficult word processing assignments such as the preparation of publications charts, and graphs.
• Serve as the resources person for the department on common office software; train and advise both clerical and management staff on software problem resolution and capabilities.
• Develop database, spreadsheet, or word processing record and report applications requiring understanding of the software programs, and program data requirements in order to generate the necessary reports to accommodate new informational needs.
• Answers questions of other employees and the general public, refer difficult inquiries to appropriate personnel.
• Process Purchase orders, and charge expenditures to departmental accounts, assigning appropriate account coding base on the nature and purpose of the expenditure.
• Monitor and maintain office supplies and materials.
• Assists in scheduling and planning for meetings in local communities, provides information, creates and displays room signs as requested.
• Prepare forms: timesheets, leave slips, check requests, and prepare other necessary paperwork.
• If necessary, monitor, coordinate and direct the work and job performance of temporary clerical staff.
• Maintain communication with all employees, sites, and vendors as necessary.
• Assists Program manager with monitoring the budget, printing, reviewing, and making recommendations for changes in data from finance financial reports. May be responsible for preparing budgets and recommending revisions with the manager’s authorization.
• May prepare financial reports for submission to the funding agency.
• May serve on other Tlingit & Haida committees
• Other related duties as assigned.
DECISION MAKING AUTHORITY
Spending Authority: N/A
Other Authority: N/A
NECESSARY SKILLS AND KNOWLEDGE
• Considerable knowledge of correct business practices, correspondence, and typing formats, including English grammar, composition, spelling and punctuation.
• Ability to read and comprehend regulations, procedures, and policies; apply them to specific situations; and explain them to the public and others.
• Ability to speak, write, listen, and communicate effectively, meet and deal effectively with the general public, establish and maintain cooperative working relationships.
• Extensive knowledge of computer software applications including MS word Excel, Outlook, Power Point, and Access or other database programs.
• Knowledge of program rules and requirements.
• Ability to perform basic arithmetic, such as fractions, decimals, and percentages.
• Basic knowledge of accounting systems.
• Ability to work independently and prioritize workload.
• Ability to organize, plan and maintain confidential records.
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections.
• Project management and conflict resolution skills
• Ability to organize and plan record keeping and filing systems.
• Ability to search, select, compile, and summarize data and information.
• Ability to compare data for completeness, identify any discrepancies or inaccuracies and make the necessary corrections.
• Ability to plan, organize, direct, coach, and evaluate work, operations and activities for Administrative Clerks I, II and volunteers including training, performance productivity and office logistics.
• Familiarity with Tlingit, Haida, and Tsimshian cultures.
MINIMUM QUALIFICATIONS (education, experience, skills)
• High School Diploma or a GED certificate.
• 3 years of clerical experience.
o Education from an accredited college or vocational school may substitute for the required one year of paid or volunteer work experience (3 semester or 4 quarter hours of college education equal to one month of experience; 150 hours of vocational education equals one month of experience).
PREFERRED QUALIFICATIONS (education, experience, skills)
• MS Office certified computer training.
• Experience in the hiring program’s specialty area. (Varies with hiring program)
• Valid Drivers License
UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS
The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.
CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position
• Tlingit & Haida is a no tolerance workplace. All regular employees must pass an initial and random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check for the safety of our clients. All employment offers are conditional until Tlingit & Haida has received a Federal criminal background check verifying eligibility to work in these programs.
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