Administrative Specialist

Description

COOK INLET TRIBAL COUNCIL, INC.

Job Title: Administrative Specialist I/II Department: Victim Services Reports To: Senior Manager Supervises: None FLSA Status: Non-Exempt Pay Grade: N4 (I), N5 (II) Job Type: Regular, Full-Time AKBCU: No ICPA: No

General Functions:

The Administrative Specialist provides administrative oversight and support for the Victim Services Department, ensuring efficient operations and exceptional service to participants, staff, and stakeholders. Working in partnership with our people, the Administrative Specialist develops opportunities that fulfill our endless potential by managing day-to-day administrative functions, facilitating communication, and supporting the department's mission. This role requires strong organizational abilities, professional communication skills, and a commitment to serving the Alaska Native and American Indian community.

Duties and Responsibilities:

Administrative Specialist I

• Provide professional customer service to participants, staff, vendors, and key stakeholders with outstanding interpersonal skills, diplomacy, and discretion regarding confidential and politically sensitive information.
• Screen incoming calls, take messages, refer calls appropriately, and input calls into the data management system.
• Answer phone calls, respond to email inquiries, return voicemails, process mail, greet guests, and route questions to appropriate staff.
• Provide high-level administrative support to Victim Services staff, including scheduling meetings and coordinating calendar invites with locations, virtual links, handouts, and supporting resources.
• Submit IT Helpdesk and Facilities work tickets as needed and notify security of issues requiring attention.
• Assist department staff with day-to-day operations, administrative duties, and special projects as assigned.
• Screen, route, copy, and scan mail for appropriate staff.
• Coordinate travel, conferences, and other department activities as directed by Victim Services leadership.
• Assist with preparing conference rooms and ensure a welcoming, organized environment for meetings and events.
• Complete finance-related projects including check requests, coding assistance, travel preparation, and credit card reconciliations.
• Track and manage department supplies inventory and ensure office equipment remains operational and workspace is maintained.
• Contribute to department safety and security by executing emergency procedures as required.
• Adapt to frequently changing work priorities, systems, processes, and team organization while maintaining productivity and attention to detail.
• Perform all related duties as needed and assigned.

Administrative Specialist II

• Perform all duties and responsibilities above with an advanced level of proficiency.
• Orient new employees to the department and act as a resource, mentor, and trainer.
• Answer questions from staff and participants according to standard procedures and best practices.
• Manage special projects assigned by leadership from initiation through completion.

Job Specifications:

• Excellent verbal and written communication skills with knowledge of proper grammar, vocabulary, spelling, and proofreading.
• Excellent customer service skills and telephone etiquette with proficient use of standard office equipment.
• Strong computer skills including Microsoft Word and Excel in a Windows environment; ability to type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Ability to make sound decisions, exercise good judgment, prioritize workload, and work independently with minimal supervision while maintaining attention to detail.
• Ability to work collaboratively with personnel from other departments and adapt to changing priorities while maintaining a high degree of sensitivity regarding confidential information.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

Minimum Core Competencies:

CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Continued employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.
• Valid Alaska driver's license and insurable under CITC's automotive insurance, which requires a driver to be at least 21 years of age and have had a driver's license for at least three years.

Administrative Specialist I

• Associate's degree in Business Administration, Organizational Development, Human Services, or closely related field. Relevant work experience may substitute for education requirement on a year-for-year basis.
• Two (2) years of experience in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge, and abilities.
• Knowledge and interest in learning about Alaska Native and American Indian culture and community resources.

Administrative Specialist II

• Associate's degree in Business Administration, Organizational Development, Human Services, or closely related field. Relevant work experience may substitute for education requirement on a year-for-year basis.
• Three (3) years of experience working as a receptionist or assistant in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge, and abilities.

Preferred Qualifications:

• Bachelor's degree in a related field.
• Experience working in social services or nonprofit organizations.
• Experience working with Alaska Native and American Indian populations.
• Strong understanding of the dynamics of domestic violence, sexual assault, and human trafficking.
• Experience with budget tracking and expense management.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

Disclaimer
The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.