Administrative Assistant

4 weeks ago

Tacoma, Washington, United States Puyallup Tribe of Indians Full time
Job Title: Sr. Administrative Assistant - CDVAP

The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.

Job Summary: The Sr. Administrative Assistant provides essential support to the Community Domestic Violence Advocacy Program by providing day-to-day administrative, clerical and support functions to the Director. The position performs a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties.

Key Responsibilities:

  • Manages and provides oversight of the office functions and scheduling of the Director and staff.
  • Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community.
  • May work with a variety of highly confidential information and data and, as a result, handles the information professionally and maintains confidentiality at all times.
  • Arranges and maintains Director's and all staff calendar.
  • Drafts properly worded written correspondence, memos, reports and forms for Director's signature and distributes/mails as needed.
  • Manages and routes internal Tribal documents, including agenda request forms, Resolutions, check requests, purchase orders, time sheets, budget modifications, etc.
  • Maintains digital and hard copy records and files on site and in archives.
  • Assists in with the departmental budget, office supplies, and equipment maintenance.
  • Arranges and assists with the shelter calendar and client support groups.
  • Provides oversight for the department's GSA vehicles and reviews usage records monthly.
  • Assists Director in various capacities such as maintaining departmental personnel files; attends meetings with Director when requested or attends Directors meetings when Director is not available.
  • Processes green sheets and Microix transactions for all bills and contractor payments.
  • Processes timesheets and tracks time for departmental employees.
  • As back-up to the Program Assistant, answers and routes incoming calls and messages.
  • Assists Director in maintaining compliance of agency's grants and licenses, including providing quarterly report data collection and analysis of data to assist Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
  • Manages programs service quarterly data count and filing of quarterly client contact sheets.
  • Responsible for tracking grant compliance, goals and objectives. Monitors the usage of grant dollars.
  • Assists with drafting and submitting Tribal News Paper articles and flyers with program specific information.
  • Assists with planning and coordination of community events throughout the year.
  • Primary contact for building repairs, maintenance and construction. Assists with bids and coordination of building modifications.
  • Other duties as assigned.

Requirements:

  • Associates degree (A.A.) in any field and two years of administrative support experience; or high school diploma and four years of related administrative support experience; or an equivalent combination of education and experience.
  • Beginner to Intermediate experience and knowledge using word processing and spreadsheets (i.e. Word for Windows, Excel, Access, etc.).
  • Ability to interact tactfully and positively with community members, all levels of staff and management.
  • Ability to maintain a high level of confidentiality.
  • Ability to write reports and business correspondence.
  • Ability to effectively present information and respond to questions.
  • Ability to effectively present information to management, employees and groups of people.

Working Conditions:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  • The noise level is low to moderate.
  • The physical exertion is low to moderate.
  • Work is performed in an office setting.
  • There are frequent employee, client and customer contacts during the day.
  • Position may be stressful at times due to the sensitive or confidential issues being addressed.
  • Requires occasional travel using employee's own transportation.

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