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Administrative Assistant I- Workforce Support

2 weeks ago

Fairbanks, Alaska, United States Tanana Chiefs Conference Full time $40,000 - $60,000 per year
Description

Job Title

Administrative Assistant I- Workforce Support

Location

Fairbanks, AK, US

Organization Name

Tribal Government & Client Services

Job Summary

Job Summary: Job incumbent provides clerical and support services to the TANF program staff.

Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.

Essential Functions

Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Under the supervision of the Workforce Support Manager, job incumbent:

Representative Duties: Under the general supervisor of the Workforce Support Manager, job incumbent will be assigned from the following representative duties:

  1. Provide administrative support to ensure efficient Workforce Support Program operations.

  2. Will assist in coordination of travel, lodging, and meal arrangements for recipients of the PL programs.

  3. Will submit travel authorization, purchase order request, and purchase authorizations for PL program services to the accounting department.

  4. Maintain supportive service training files, staff training documents, and the most current mailing, emails, and phone contact information for Tribal Workforce Developments Specialists, and Tribal Council Offices.

  5. Photocopy client data for interagency use and route to appropriate staff and or department within TCC.

  6. Assist TANF Case Manager(s) with mailing out benefits checks to clients by maintaining a supply of pre-addressed envelopes to Tribal Workforce Development Specialist, and notifying TANF staff prior to mail out seeking any additional information that may need to be included in the mail out.

  7. Maintain supply of all Workforce Support program applications; mail out applications to Tribal Council Offices when requested or when applications have been updated.

  8. Maintain Xerox paper envelope supplies; keep all program applications and forms stocked in the lobby area.

  9. Maintain Workforce Support contracts; track deadlines and payments.

  10. Assist in the scheduling of outreach events, scheduling charts and obtaining supplies needed for traveling.

  11. Purchase supplies needed for outreach events and complete PCard reports.

  12. Assist Family Services and Support Intake staff as needed.

  13. Travel for outreach events and trainings.

  14. Support communication between the Workforce Support Program and clients.

  15. Contribute to various initiatives and special projects as they arise within the Workforce Support Program.

Other Responsibilities:

  1. Perform other job-related duties as assigned.

Minimum Qualifications

Minimum Qualifications:

  1. High school diploma or GED equivalent.

  2. Two years of experience in clerical work or any equivalent combination of education, training and experience, that demonstrates the ability to perform all duties of the position.

  3. Must maintain strict confidentiality.

  4. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.

Knowledge, Skills and Abilities:

  1. Ability to establish and maintain effective working relationships with employees and clients.

  2. Ability to follow written and verbal instruction.

  3. Ability to communicate effectively verbally and in writing.

  4. Knowledge of general office procedures.

  5. Strong computer skills, with experience in Excel and Microsoft Word.

  6. Ability to type forty (40) words per minute with a high degree of accuracy.

  7. Ability to work independently.

  8. Substantial cross-cultural experience.

  9. Familiarity with TCC tribes in TCC service area preferred.

  10. Strong customer relations skills.

Supervision: This Position has no supervisory responsibilities.

Supervision

Physical demands: Must be able to work effectively in a busy and sometimes stressful environment and be able to meet frequent deadlines. Incumbent works in shared office space. Incumbent must be able to lift at least twenty (20) pounds in support of supplies. This position requires incumbent to do some walking and standing, stooping, and kneeling. Constant telephone coverage requires effective communication skills to clearly communicate with agencies, other staff, and clients. May periodically deal with irate clients.

Summation

Summation: Incumbent is exposed to client confidentiality, and on-going correspondence, and incumbent will be expected to maintain confidentiality. This is a high public contact position, making interpersonal skills important.