Job Title: Administrative Assistant, I/II/III/IV
Department: Financial Assistance Department (FAD)
Reports To: Administrative Supervisor
Supervises: None
FLSA Status: Non-Exempt
Pay Grade: N2 (I) / N3 (II) / N4 (III) / N5 (IV)
Job Type: Regular, Full-Time
AKBCU: Yes ICPA: Yes
General Functions:
The Administrative Assistant serves as a courteous first point-of-contact for participants, internal customers, and external community partners. This position promotes information and access to the Financial Assistance Department (FAD). The Administrative Assistant, I/II/III/IV is a developmental position designed for the incumbent to grow in breadth and depth of knowledge and performance.
Duties and Responsibilities, including but not limited to:
Administrative Assistant, I
Provide professional customer service to all CITC staff, participants, vendors, and key stakeholders.Answer phone calls routed to FAD and desk phone, respond to all general email inquiries in both the general email and myCITC, return voicemails from the previous day, process returned mail and or new mail, greet guests, and route all employee and participant questions to the proper staff. Assist with ensuring conference rooms are prepared for use. Ensure participants are provided with excellent customer service, treating them with dignity and respect, working from a position of trauma informed practices.Assist particpants that check-in to the second floor front desk. Communicate particpant’s arrival to requested staff.Ensure work space is clean, well-supplied, and office equipment remains operational.Keep essential communication information in the workspace current.Create, file, organize, and maintain any files and folders. Scan all documents turned-in to each participant’s file each day. Complete any scans that were unable to be worked the previous day.Make photocopies, transmit documents, and perform other clerical functions.Perform all other related duties as needed or assigned.
Administrative Assistant, II
Consistently perform all duties and responsibilities of an Administrative Assistant, I with a higher level of proficiency.Assist department staff with day-to-day operations, clerical duties, and special projects.Track and manage department suppliesAssist other staff and security in deescalating participant crises.Contribute to the safety and security of the department by executing emergency procedures.
Administrative Assistant, III
Consistently perform all duties and responsibilities of Administrative Assistants I and II with an advanced level of proficiency.Promote programs to internal and external stakeholders and participants:Act as an ambassador of FAD services to proactively build relationships.Program updates for posting on the CITC website, intranet, and program Facebook page.Respond to inquiries from internal and external partners about the referral process.Administer program intake and enrollment:Receive, review for completion, and document referrals for programs.Schedule and coordinate intake appointments to complete all applicable enrollment documentation.Provide a warm handoff of the family to program staff.Responsible for engaging participants: Coordinate with Manager to send out calendar invites with meeting location, virtual link, handouts, and supporting resources.
Administrative Assistant, IV
Consistently perform all duties and responsibilities of Administrative Assistants I, II and III with an advanced level of proficiency.Responsible for assisting with the development and implementation of ongoing refresher trainings for new and current Administrative Assistants utilizing program procedures and plans. Acts as gift card till owner for supportive services to include storing, securing and distributing gift cards requested by FAD staff. This responsibility includes daily reconciling and replenishing of gift card inventory at the beginning and end of the day.Assist Administrative Assistants (I-III) with job duties. Provide training to new staff.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 assistants. Provide feedback which includes recommendations for training and other methods to improve accuracy.Function as acting Administrative Supervisor in his/her absence.Review databases and reports such as the Apricot dashboards for current level of functioning. Assign staff to support any tasks that are experiencing a back up.Assist Administrative Manager/Supervisor with creating team meeting agendas.Find and communicate training needs to management. Find and communicate potential trainings offered that meet the need. Job Specifications:Excellent verbal and written communication skills; knowledge of proper grammar, useful vocabulary, spelling, and proofreading skills.Excellent customer service skills and telephone etiquette.Excellent computer skills, including Word and Excel, in a Microsoft Windows environment.Proficient use of standard office equipment.Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.Knowledge of Apricot Software is preferred.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 GEDOne years of experience in administrative, clerical, general office or business, or a related field.
Administrative Assistant, II
High school diploma or GEDTwo years of experience in administrative, clerical, general office or business, or a related field.
Administrative Assistant, III
Associate’s degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.One years of experience in administrative, clerical, general office or business, or a related field.
Administrative Assistant, IV
Associate’s ’s degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.Two years of experience in administrative, clerical, general office or business, or a related field.
Minimum Qualifications for All Levels:
Continued employment is contingent upon satisfactory completion of state and federal background checks.Be able to bend, kneel or stoop to assist and interact with children.Be able to lift up to 40 pounds.
Physical Requirements:
Primarily works in an office setting, with extended periods of time at a desk and on a computer.This is a direct service position in an office setting. Working in the office is a requirement.
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 duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.