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Administrative Support Manager

2 months ago

Anchorage, United States Cook Inlet Tribal Council Inc Full time $68,891 - $84,736
Job DescriptionJob Description


COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Support Manager

Department: Financial Assistance Department (FAD)

Reports To: Director of FAD

Supervises: Administrative Support Supervisor and FAD Driver

FLSA Status: Exempt

Pay Grade: E5

Job Type: Full-Time, Regular

AKBCU: Yes ICPA: Yes

General Function: The Administrative Support Manager shall provide high-level administrative support to FAD and supervise and oversee the Administrative Support Supervisor and the FAD Driver

Duties and responsibilities:

Administrative Support and Operations

  • Provide administrative and operational support to all programs within FAD.
  • Ensure participants are provided 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.
  • Compose, edit, type, and revise letters, manuals, policies, procedures, legal documents, various reports, and other material.
  • Compile reports and gather data as needed and assigned by the Director.
  • Monitor and oversee stocking, organization and cleanliness of FAD.
  • Fulfill responsibilities during staff vacancies.
  • Monitor and oversee staff progress of assigned tasks in Apricot, GoTo, Access, eligibility email, etc.
  • Maintain active presence and availability for staff needs.
  • Maintain confidentiality according to regulations, policies, and procedures at all times while displaying a professional disposition.
  • Create action plans to address front desk feedback noted during the Quarterly Continuous Quality Management meetings.
  • Update Administrative Manuals to reflect process changes in a timely manner.

Budget and Finance Management

  • Monitor and oversee budget for supplies and department supportive services.
  • Ensure the timely ordering of supplies and supportive services.
  • Ensure regular reconciliation for orders, and ensure orders are expensed to the correct program budget.
  • Track related expenditures according to annual budget.
  • Set up and maintain budget/invoice and bill processing files, credit card reports, vendor management files and vehicle files.
  • Work with Finance to verify current gift card inventory levels match master inventory list for the safes and rolly bin.
  • Work with Finance to ensure FAD has adequate inventory of supportive services to satisfy daily requests.
  • Utilize Stampli to approve and submit check requests.

Training and Development

  • 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.
  • Provide oversite and supervision to the Administrative Support Supervisor.
  • Conduct yearly staff performance evaluations.
  • Conduct monthly and/or biweekly supervisions of direct reports.
  • Network with other managers and leaders to provide front desk training to all staff in FAD.
  • Ensure staff complete required annual and CARF trainings.
  • Work with the Administrative Support Supervisor to provide coaching, performance improvement plans and/or disciplinary actions.
  • Work with Human Resources in recruiting, interviewing, and hiring new staff.

Meetings and Communication

  • Schedule, attend and participate in monthly staff meetings, both internal and external as directed.
  • Ensure departmental communications have been reviewed by staff.

Interdepartmental Collaboration

  • Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
  • Collaborate with Navigation and Alaska's People to provide seamless services and avoid duplication of services.

Miscellaneous

  • Perform other 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.
  • Strong understanding and sensitivity to diverse cultures and lifestyles, with demonstrated experience working effectively with Alaska Native populations.
  • Demonstrated ability to work under pressure.
  • Openness to direction and willingness to contribute to planning processes.
  • Strong commitment to the goals of the overall program and organization.
  • Must have strong accuracy skills with attention to detail and fact reporting.
  • Strong Computer literacy with experience in providing program support.
  • Experience with Apricot software is preferred.
  • Demonstrated ability to work independently with minimal supervision.
  • Demonstrated ability to prioritize work and work-related responsibilities.
  • Adheres to Confidentiality Policy and HIPAA.

Minimum Core Competencies: CITC Values, 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 two years' experience providing administrative support.
  • Two 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.
  • Continued employment is contingent upon a receipt of a satisfactory state and federal background check.


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.