Administrative Assistant - TFYS Seattle Office

Tribal Family & Youth Services · Seattle , Washington
Department Tribal Family & Youth Services
Employment Type Full Time
Minimum Experience Mid-level
Compensation $21.41 - $24.82

POSITION DESCRIPTION

Administrative Assistant I/II


INFORMATION

Job Class: Administrative Assistant

Class Status: Active

Department: Child Welfare Seattle Office

Type of Position: Non-Exempt

Location of Work: Seattle, WA

Covered Position:

Salary Grade(s): 7/8

Prepared by: M. Johnson/J. Wise

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

Effective Date: 01/01/2021


PURPOSE

ADMINISTRATIVE ASSISTANT I

Under minimal direction, the Administrative Assistant will perform specialized work on a wide variety of program areas and provide information regarding department functions to clients, contractors, vendors, outside agencies, and the general public. Determine office needs, prioritize and organize work and determine the appropriate action to be taken. Has knowledge of the organization’s programs and policies, and understands the processes involved in various procedures. Incumbent will monitor department budget and reporting responsibilities with assistance from the department manager.


ADMINISTRATIVE ASSISTANT II

Incumbent works as part of the department level management team and in direct association with the Program Director. 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 may include supervision of clerical personnel and/or volunteers, budget development and maintenance, assisting with contract and grant administration, procurement of goods and services, information systems analysis/management, and safety and security activities.


REPORTING RELATIONSHIPS

Reports To: Tribal Family & Youth Services Director

Supervises: N/A

Liaison To: N/A


ESSENTIAL FUNCTIONS

  • Provide full range of reception duties such as answering phones, greeting the public, and transfer/refer to programs
  • Provide full range of clerical duties, such as processing incoming and outgoing mail, photocopying, faxing, scanning, filing, assembling, and distributing materials
  • Serve as a resource person for the department and public by providing information requiring considerable interpretation, explanation of policies, and usually a general knowledge of all the department services. This may require considerable tact and discretion
  • Update files, maintain a variety of paper and computer records, schedules, attendance and timesheets, numerical logs, ledgers, and client files
  • Provide complex word processing support with minimal direction
  • Review complex applications or documents
  • 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 to departmental grant sources. This may involve researching files, contacting clients or vendors, or other outside sources
  • Make travel arrangements as necessary
  • Coordinate work by scheduling assignments
  • Perform difficult word processing assignments such as the preparation of publications, charts, and graphs
  • Serve as the resource person for the department on common office software
  • Maintain database, spreadsheet, or word processing records and reports
  • Answer 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
  • Assist in scheduling and planning for meetings in other communities, provides information, creates and displays room signs as requested
  • 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


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
  • Read and comprehend regulations, procedures, and policies; apply them to specific situations; and explain them to the public and others
  • Speak, write, listen, and communicate effectively, meet and interact effectively with the general public, establish and maintain cooperative working relationships
  • Extensive knowledge of computer software applications including MS Office Suite, Teams, Zoom or other programs
  • Knowledge of program rules and requirements
  • Perform basic arithmetic, such as fractions, decimals, and percentages
  • Basic knowledge of accounting systems
  • Work independently and prioritize workload
  • Ability to organize and maintain confidential records
  • Project management and conflict resolution skills
  • Organize and plan record keeping and filing systems
  • Search, select, compile, and summarize data and information
  • Ability to compare data for completeness, identify any discrepancies or inaccuracies and make the necessary corrections
  • Familiarity with Tlingit, Haida, and Tsimshian cultures


MINIMUM QUALIFICATIONS (education, experience, skills)

ADMINISTRATIVE ASSISTANT I

  • High School Diploma or GED
  • 3 years of clerical experience
  • Valid Driver’s License required for some departments


ADMINISTRATIVE ASSISTANT II

  • High School Diploma or GED
  • 5 years of clerical experience
  • 2 years of supervisory experience
  • Valid Driver’s License required for some departments


PREFERRED QUALIFICATIONS (education, experience, skills)

  • Two years previous experience working in a confidential, often high stress environment, providing detailed support to child welfare staff


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
    Seattle , Washington
  • Department
    Tribal Family & Youth Services
  • Employment Type
    Full Time
  • Minimum Experience
    Mid-level
  • Compensation
    $21.41 - $24.82