Administrative Support Supervisor

24 hours ago

Anchorage, Alaska, United States Cook Inlet Tribal Council Inc Full time
Job Title: Administrative Support Supervisor

Cook Inlet Tribal Council Inc is seeking a highly skilled and experienced Administrative Support Supervisor to join our team.

Job Summary

The Administrative Support Supervisor will provide high-level administrative support to the Financial Assistance Department, including supervising and overseeing Administrative Assistants I-IV. The successful candidate will have excellent verbal and written communication skills, strong organizational and time-management skills, and a demonstrated ability to work under pressure.

Key Responsibilities
  • Provide administrative and operational support to all programs within the Financial Assistance Department.
  • Assist with coordinating and organizing team activities and meetings as directed by the Administrative Support Manager.
  • 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.
  • Learn and master CITC's program services software myCITC and Apricot, as well as the State of Alaska's Eligibility Information System.
  • Provide oversight and supervision to the administrative staff.
  • 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 and Administrative Support Manager.
  • Record meeting minutes for staff meetings.
  • Ensure the timely completion of ordering, stocking, organization, and cleanliness of FAD.
  • 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 expenditures according to annual budget.
  • Assist with coordinating program outreach with other FAD teams.
  • 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.
  • Monitor and oversee staff progress of assigned tasks in Apricot, GoTo, Access, eligibility email, etc.
  • Work with the Admin Support Manager to create action plans that address front desk feedback noted during the Quarterly Continuous Quality Management meetings.
  • Conduct monthly and/or biweekly supervisions of direct reports.
  • Ensure staff complete required annual and CARF trainings.
  • Work with the Administrative Support Manager to provide coaching, performance improvement plans, and/or disciplinary actions.
Requirements
  • Bachelor's Degree in Business Management, Nonprofit Management, or a related field.
  • 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.
  • Continued employment is contingent upon a receipt of a satisfactory state and federal background check.
Working Conditions

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

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