Administrative Assistant II

Tribal Operations · Juneau, Alaska
Department Tribal Operations
Employment Type Full Time
Minimum Experience Mid-level
Compensation $23.55 - $27.30

POSITION DESCRIPTION
Administrative Assistant I/II


INFORMATION
Job Class: Assistant 
Department: Tribal Operations 

Type of Position: Non-Exempt
Location of Work: Juneau, AK

Covered Position: Yes
Salary Grade(s): 7/8
Hours of Work: M-F, 8:00 am – 4:30 pm 
Employment Category: Regular, Full-Time 

 

PURPOSE
ADMINISTRATIVE ASSISTANT I
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.

ADMINISTRATIVE ASSISTANT II
Incumbent works as a part of the department level management team and in direct association with the Program Manager. The Administrative Assistant II is responsible for a wide variety of functions requiring advanced knowledge and skill in administrative processes, Tlingit & Haida Policies and Procedures, supervision, Federal and State Laws, and program performance standard guidelines. Responsibilities normally involve areas such as supervision of clerical personnel, budget development and maintenance, contract and grant administration, procurement of goods and services, information systems analysis/management, and safety and security activities. Positions have responsibilities for a combination of those areas but no one area is a singular concern, and not all areas will be required of each position.

 

REPORTING RELATIONSHIPS
Reports To: Varies
Supervises: May supervise Administrative Clerks and/or volunteers
Liaison To: N/A

 

ESSENTIAL FUNCTIONS
• 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
• Other related duties as assigned

ADMINISTRATIVE ASSISTANT II
This position is distinguished from an Administrative Assistant I by the addition of office management duties, such as budgets, supervision, field site maintenance, coordination of special projects, and service of Tlingit & Haida committees

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
• Valid Driver’s License required for some departments
• Substitution:
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
• One year or more experience in the hiring department/program’s specialty area

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 may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.

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  • Location
    Juneau, Alaska
  • Department
    Tribal Operations
  • Employment Type
    Full Time
  • Minimum Experience
    Mid-level
  • Compensation
    $23.55 - $27.30