Children's Services/ICW - Admin Assistant

Administrative Assistant

This position provides administrative support to a large department that acts as the primary point of contact for the community and supports the Sr. Administrative Assistant. The position is responsible for knowing the responsibilities of the various programs operating within the department in order to accurately direct clients to needed services. The position assists the department by providing day-to-day administrative, clerical and support functions to the department by performing a variety of routine moderate to complex duties which require the use of good judgment to successfully complete those duties.

Essential Duties And Responsibilities

1. Punctually arrives to the front desk at opening hours and prepares the lobby/front desk for visitors.
2. Responsible for maintaining general office spaces, front desk area and lobby.
3. Promptly greets high volume of visitors and walk-ins. Directs them to the appropriate program/person within the department or a program outside of the department.
4. Answers and routes a high volume of incoming calls, messages, and email using proper etiquette. Follows up as necessary.
5. Responsible for the ordering and organization of office supplies and inventory. Signs for deliveries and delivers supplies to PTCS staff as needed.
6. Pick up and distribute incoming mail. Properly and accurately logs all incoming/outgoing mail. Logs and tracks forms submitted to other departments for signature. Collects and logs incoming correspondence.
7. Maintains digital and hard copy records and files on site within the database. Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis and prepare files to be archived when assigned.
8. Processes confidential background checks for employees, placements and foster parents. Reviews, logs, uploads and distributes background check results to Supervisors or other appropriate personnel.
9. Ensures payments for bills to remain current with all service providers, vendors, staff reimbursements etc.
10. Assists in the creation of administrative resources for the leadership team.
11. Maintains staff leave calendar for all PTCS Staff.
12. Assists Sr. Administrative Assistant with planning and coordination of community/office events throughout the year. Participate in departmental community outreach
13. Primary contact for building repairs, furniture, equipment, maintenance and construction. Assists with bids and coordination of building modifications.
14. Promptly follows up assigned tasks with supervisor and initiates appropriate actions if requested.
15. Maintains and ensures extreme level of confidentiality and appropriate professional boundaries regarding client information.
16. Participates in departmental staff meetings and trainings.
17. Responsible for tracking department GSA vehicles.
18. Acts as back-up to Sr. Admin Assistant and will assist with duties such as Agenda Request Forms/ Event Request, taking notes during interdepartmental meetings, assist with schedules and organizing meetings etc.

Performs other duties as assigned by supervisor, Sr. Administrative Assistant or other PTCS management.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Qualifications And Requirements

Education And/Or Experience

Associate degree preferred. High school diploma or general education degree (GED) and must demonstrate at least-three years of progressively responsible administrative support experience in a large, fast-paced department; or satisfactory equivalent combination of education and experience.

Knowledge of and work experience in Accounting functions is preferred. Intermediate to advanced skills in Microsoft Word and Excel required.

Language Skills

Must have strong interpersonal skills for defusing and de-escalating angry clients. Ability to read and interpret documents such as court orders, background checks, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Demonstrates good judgment and acts responsibly to avoid endangering anyone working in, or working with, the department.

Licenses Or Certificates

Must pass Washington State Department of Social and Health Services (DSHS) criminal history and CPS background inquiry every two years unless otherwise indicated.

Must have and maintain a valid and unrestricted Washington State Driver's License and proof of insurance. Driver's License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.

Other Requirements

Prioritize workload based on client needs.

Adheres to the Child and Family Protection Code; Duty to Report Child Abuse and Neglect.

Will continuously engage in professional development including but not limited to, cross training throughout the department and keeping up with the latest trends and best practices of child welfare service delivery.

Must be willing to attend training for professional development.

Works cooperatively to establish and maintain professional relationships with other Tribal departments that are responsible for sharing highly confidential information.

Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.

Report to work on time and maintains consistent daily attendance at work.

Physical Demands

• Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
• Requires the ability to read, write, communicate, and interpret information accurately in English.
• Requires the ability to concentrate and consistently produce accurate work.
• While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee frequently is required to stand and walk.
• The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
• Requires the ability to drive a GSA passenger motor vehicle.

Work Environment

• Position is stressful at times due to the sensitive or confidential issues addressed, as well as the number of assignments and deadlines that are required.
• The noise level is usually moderate.
• The physical exertion is low to moderate.
• Work is performed in an office setting and occasionally off site.
• There are frequent contacts and many interruptions during the day.

Puyallup Tribe of Indians