Tribal Social Services Administrative Assistant

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Description

Job Title

Tribal Social Services Administrative Assistant

Location

Fairbanks, AK, US

Organization Name

Tribal Client Services

Job Summary

Job Summary: Job incumbent is responsible for assisting the Tribal Social Services' staff with administrative duties. Incumbent serves as an initial contact for the programs and their respective application processes, and supports communication between program and Tribal offices. 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 incumbent(s). Representative Duties: Under the supervision of the Tribal Social Services' Program Manager, job incumbent will: 1. Assist with greeting clients, analyzing needs, helping when possible, and/or directing clients to appropriate staff. 2. Assist with screening and directing phone calls or walk-ins. 3. Responsible for maintaining a supply of documents needed by staff. 4. Aide in answering and forwarding incoming phone calls as TCC operator back-up, in Tribal Government & Justice, as needed. 5. Enter client information into Ritetrack software data base and department w drive. 6. Input demographic and other client data needed to generate statistical reports, and track client progress on Tribal Social Services' data generated tracking documents. 7. Assist with obtaining information from clients or other identified agencies. 8. Organize and file confidential client documents. 9. File correspondence, client information, and maintain filing system. 10. Responsible for preparing invoices and check requests for foster care payments and/or adoption/guardianship subsidies for Resource Families, as requested by the Resource Family Specialist. Track dollars spent on services to clients via excel spreadsheets. 11. Type and prepares PCN's, check requests, purchase orders, purchase authorizations, travel requests, and other correspondence when needed. 12. Responsible for communicating with Tribal Council offices on a regular basis, sharing vital deadline information and program updates through emails, faxes, phone calls, and mailings. 13. Assists with compiling monthly program reports. 14. Copies materials as requested by staff. 15. Help with travel, including but not limited to: hotel and airline reservations, TA's, staff vehicle rentals, etc. 16. Inventories program supplies, and replenishes as needed. Other Responsibilities: 1. Perform other job-related duties as assigned.

Minimum Qualifications

Minimum Qualifications: 1. High school diploma or GED equivalent. 2. One year of office experience with progressively higher responsibilities. 3. Valid Alaska Driver's License with clean driving record. 4. Computer proficiency required using Microsoft Windows and MS office products (Word and Excel). 5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements. 6. Must pass background check pursuant to Alaska DHSS and federal Indian Child Protection and Family Violence Prevention Act requirements. Knowledge, Skills and Abilities: 1. Ability to operate ShoreTel switchboard preferred. 2. Must be able to operate standard office equipment. 3. Ability to work independently with minimal supervision. 4. Strong verbal, written, analytical and interpersonal skills. 5. Ability to understand and carry out verbal and written instruction and to organize and prioritize work and be able to work as a team member. 6. Must be detail oriented. 7. Must have the ability to maintain strict confidentiality. Supervision: This position has no supervisory responsibilities.

Supervision

Physical demands: This position works in a fast-paced environment with extended periods of sitting and typing at a computer. Incumbent is required to answer a heavy load of calls. There is considerable walking to different departments and floors. Incumbent must have the ability to work accurately and efficiently in a busy and stressful environment. Incumbent is expected to work quickly, and within program deadlines. Incumbent must be able to effectively deal with upset, irate, or inebriated clients. Job incumbent may be required at times to lift and carry at least thirty pounds, in support of supplies.

Summation

Summary: The job has high contact with people, which makes communication and interpersonal skills crucial. This position must be able to work independently, or as a team member. Confidentiality is required. The incumbent must by multi-tasked, and be able to complete tasks in a timely manner.