Administrative Assistant

4 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 Assistant, I/II/III

Department: Facilities Operations

Reports To: Facilities Operations Manager

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N2 (I)

Job Type: Regular, Full-Time

AKBCU: No ICPA: No

General Functions

The Administrative Assistant must be responsible and portray professional behavior to work with the general public, in-house programs, outside agencies, and other Tribal or youth organizations. This position's primary functions are to support the Facilities Operations Department in their daily activities, including check requests, conference room scheduling/setup, mail/package delivery and creating/printing access badges.

Duties and Responsibilities:

Administrative Assistant, I

  • Provide professional customer service to all CITC staff, participants, vendors, and key stakeholders.
  • Answer phone calls, respond to all general Facilities email inquiries, greet guests, and route all employee and participant questions to the proper staff.
  • Monitor, setup and schedule RCC conference rooms and ensure conference rooms are prepared for use.
  • Receive and book fleet vehicle reservations as requested.
  • Ensure workspace is clean, well-supplied, and office equipment remains operational.
  • Keep essential communication information in the workspace current.
  • Create, file, organize, and maintain files and folders in CITC’s Facilities shared drive.
  • Make photocopies, scan documents, order office supplies, and perform other clerical functions.
  • Maintain reception, breakroom, and common areas in a neat and orderly fashion.
  • Submit IT Helpdesk and Facilities work tickets as needed.
  • Complete daily delivery of external and internal mail to CITC departments.
  • Complete daily deliveries to outside organizations as requested/assigned.
  • Retrieve HR files from paper warehouse, while maintaining confidentiality of CITC participants and staff following all applicable rules governing confidentiality, HIPPA and CFR 25.
  • Perform all other 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.
  • Create check requests, purchase requisitions, and credit card reconciliations in timely manner.
  • Pull online utility invoices and save invoices to CITC shared drive in appropriate location.
  • Prepare letters, documents, expense reports, invoices, and other correspondence as requested.
  • Schedule department-related meetings, events, and manage calendars.
  • Track and manage department resources, and supplies.
  • Respond to inquiries from internal and external partners regarding department requests.
  • Monitor and manage the dedicated facilities email address(es) and respond to emails as appropriate.
  • Notify security of any issues that may require their attention.
  • 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 Facilities Operations services to proactively build relationships.
  • Schedule events and communications for RCC Reservations.
  • Responsible for Procurement process: create, review and approve check requests through AP system.

Job Specifications:

  • Excellent customer service skills and ability to work with people professionally.
  • Accurate filing skills, both electronic and hard copy.
  • Demonstrated strong computer proficiency with MS Office Suite.
  • Demonstrated ability to understand and execute oral and written instructions.
  • Must understand and utilize proper vocabulary, grammar, and spelling.
  • Skilled in the use of office machines to include: printers/copiers/fax machines, postage meters and scales, and computers.
  • Demonstrated ability to work in a team environment.
  • Demonstrated ability to coordinate multiple activities at once.
  • Must be able to maintain composure in a sometimes stressful and fast paced work environment.
  • Be able to communicate with Participants with calmness and compassion.
  • Demonstrated ability to learn and apply program requirements.

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 GED
  • Two years of experience in general business or a related field.

Administrative Assistant, II

  • High school diploma or GED
  • Four years of experience in general 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 education requirement on a year-for- year basis.
  • Four years of experience in general business or a related field.

Minimum Qualifications for All Levels:

  • Demonstrated knowledge and understanding of the socio-cultural needs of the Alaska Native and American Indian community.
  • Continued employment is contingent upon satisfactory completion of state and federal background check.

Preferred Qualifications:

  • Valid Alaska Driver's License and be insurable under CITC's automotive insurance, which requires a driver to be at least 21 years of age


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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