Administrative Support Supervisor

2 weeks ago

Anchorage, United States Cook Inlet Tribal Council Inc Full time
Job DescriptionJob Description


COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Support Supervisor

Department: Employment and Training Services Department (ETSD)

Reports To: Administrative Support Manager

Supervises: Administrative Support Staff III/IV,Driver,Administrative Support Coordinator

FLSA Status: Exempt

Pay Grade: E4

Job Type: Full-Time, Regular

AKBCU: Yes ICPA: Yes

General Function:

The Administrative Supervisor shall provide high level administrative support to ETSD as well as supervise and oversee Administrative Assistant III/IV’s and the Driver position.

Duties and responsibilities:

  • Provide administrative and operational support to all programs within ETSD.
  • Work in partnership with the Administrative Assistant to the Director, to ensure non-duplication of services and cross train to assist with coverage
  • Coordinate and organize activities such as meetings, travel, conferences and all department activities, as directed by the Director.
  • Set up and maintain grants file, contracts files, budget/invoice and bill processing files, credit card reports and vehicle files.
  • Compose, edit, type, and revise letters, legal documents, various reports, and other material.
  • Provide participants with excellent customer service, treating them with dignity and respect, working from a position of Trauma informed practices. Address all complaints and grievances as it relates to direct reports according to policy.
  • Provide oversite and supervision to the administrative staff and driver(s).
  • Ensure the creation and adherence of a thorough orientation schedule and work plan for new staff.
  • Create staff development and individual learning plans to ensure staff are gaining and maintaining necessary skills for increased performance.
  • Compile reports and gather data as needed as assigned by the Director.
  • Record meeting minutes for meetings.
  • Ensure the timely completion of ordering, stocking, organization and cleanliness of ETSD.
  • Ensure the timely ordering of supply and supportive service.
  • Ensure regular reconciliation for orders, and ensure orders are expensed to the correct program budget.
  • Track expenditures according to annual budget
  • Conduct program outreach to include the coordination of open houses.
  • Work with Human Resources in recruiting, interviewing, and hiring new staff.
  • Conduct annual staff performance evaluations.
  • Maintain active presence and availability for staff needs.
  • Fulfill administrative responsibilities during staff vacancies.
  • Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
  • Maintain confidentiality according to regulations, policies, and procedures.
  • Schedule, attend and participate in monthly staff meetings.
  • Attend internal and external meetings
  • Maintain confidentiality according to regulations, policies, and procedures.
  • Perform related duties as needed and assigned.

Job Specifications:

  • Excellent verbal and written communication skills including excellent phone and interviewing skills.
  • Strong organizational and time-management skills.
  • Openness to technical direction and willingness to contribute to planning processes.
  • Demonstrated ability to work under pressure.
  • Strong commitment to the goals of the overall program and organization.
  • Must have strong accuracy skills with attention to detail and fact reporting.
  • Demonstrated understanding of traditional Alaska Native and American Indian cultures and values, including an understanding of CITC’s Values.
  • Strong Computer literacy with experience in providing program support.
  • Demonstrated ability to work independently with minimal supervision.
  • Demonstrated ability to prioritize work and work-related responsibilities.
  • Demonstrated proficiency in Windows applications (Excel, Word, PowerPoint).
  • Adheres to Confidentiality Policy and HIPAA.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

  • Bachelor’s Degree in Business Management, Nonprofit Management, or a related field. Relevant experience may substitute for degree requirement on a year-for-year basis.
  • Minimum five (5) years’ experience providing administrative support.
  • Two (2) years of supervisory experience.
  • Valid Alaska Driver’s license and insurable under CITC’s automotive insurance which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.
  • Continued employment is contingent upon a receipt of a satisfactory state and federal background check.

Physical Requirements:

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

NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.


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.


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