Office Support Specialist

2 weeks ago

Anchorage, Alaska, United States Cook Inlet Tribal Council Inc Full time
Job Overview

Cook Inlet Tribal Council, Inc.

Position Title: Administrative Assistant, I/II/III

Department: Facilities Operations

Reports To: Facilities Operations Manager

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N2 (I)

Employment Type: Regular, Full-Time

General Overview:

The Administrative Assistant plays a crucial role in maintaining a professional environment while engaging with the public, internal programs, external agencies, and various organizations. This position is essential in supporting the Facilities Operations Department with various administrative tasks, including managing requests, scheduling, and logistical support.

Key Responsibilities:

Administrative Assistant, I:

  • Deliver exceptional customer service to all staff, participants, vendors, and stakeholders.
  • Handle incoming calls, manage general inquiries via email, welcome visitors, and direct questions to appropriate personnel.
  • Oversee the scheduling and preparation of conference rooms for meetings.
  • Process vehicle reservations as needed.
  • Maintain a clean and organized workspace, ensuring all office equipment is functional.
  • Keep communication materials current within the workspace.
  • Organize and maintain electronic and physical files in the shared drive.
  • Perform clerical tasks such as photocopying, scanning, and ordering supplies.
  • Ensure common areas are tidy and well-maintained.
  • Submit IT and Facilities service requests as necessary.
  • Manage daily mail deliveries within the organization and to external entities.
  • Retrieve confidential HR files while adhering to privacy regulations.
  • Execute additional duties as assigned.

Administrative Assistant, II:

  • Exhibit proficiency in all tasks of an Administrative Assistant I.
  • Assist team members with daily operations and special projects.
  • Prepare financial documents such as check requests and purchase orders in a timely manner.
  • Manage utility invoices and ensure proper filing.
  • Draft correspondence and reports as required.
  • Coordinate meetings and manage departmental calendars.
  • Monitor departmental resources and supplies.
  • Respond to inquiries from both internal and external partners.
  • Manage dedicated email communications for the department.
  • Alert security to any relevant issues.
  • Support safety and security protocols during emergencies.

Administrative Assistant, III:

  • Perform all responsibilities of Administrative Assistants I and II with advanced expertise.
  • Act as a representative of Facilities Operations, fostering relationships with stakeholders.
  • Coordinate events and manage communications for reservations.
  • Oversee the procurement process, including the approval of financial requests.

Essential Qualifications:

  • High school diploma or GED.
  • Two to four years of experience in a related field, depending on the level.
  • Demonstrated proficiency in Microsoft Office Suite.
  • Ability to follow oral and written instructions accurately.
  • Strong organizational skills and attention to detail.
  • Capacity to work effectively in a team setting.
  • Ability to manage multiple tasks in a fast-paced environment.
  • Understanding of the socio-cultural needs of the Alaska Native and American Indian community.

Preferred Qualifications:

  • Valid driver's license and insurability under the organization's automotive policy.

Disclaimer:

The information provided in this description outlines the general nature and level of work performed by individuals in this role. It is not intended to be a comprehensive list of all duties, responsibilities, qualifications, and working conditions associated with this position. Management reserves the right to modify duties and designate other functions as essential at any time.

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