Administrative Assistant I/II - Youth Engagement - Juneau

Job Description

Job Description

Description:

Administrative   Assistant I/II

Exemption   Status: Non-Exempt

Pay   Grade(s): 7/8 ($25.26 - 27.79+ DOE) 

Purpose: 

ADMINISTRATIVE ASSISTANT I

Under minimal   direction, the Administrative Assistant will perform specialized complex work   on a wide variety of clerical services which require independence, judgment,   and initiative. Determines office needs in prioritizing and organizing work   and the appropriate action to be taken. The Administrative Assistant has   knowledge of the organization’s programs and policies, and understands the   processes involved in various procedures. 

ADMINISTRATIVE   ASSISTANT II

Incumbent works as a   part of the department level management team and in direct association with   the Program Manager. The Administrative Assistant II is responsible for a   wide variety of functions requiring advanced knowledge and skill in   administrative processes, Tlingit & Haida Policies and Procedures,   supervision, Federal and State Laws, and program performance standard   guidelines. Responsibilities normally involve areas such as supervision of   clerical personnel and/or volunteers, budget development and maintenance,   contract and grant administration, procurement of goods and services,   information systems analysis/management, and safety and security activities. 

Essential Functions. An   individual in this role must be able to perform the following functions with   or without reasonable accommodation:

· Provide full range of   reception duties such as answering phones, greeting the public, and   transfer/refer to Tlingit & Haida programs

· Provide full range of   clerical duties, such as processing incoming and outgoing mail, photocopying,   faxing, scanning, filing, assembling and distributing materials

· Serve as a resource   person for the department and public by providing information requiring   considerable interpretation, explanation of policies, and usually a general   knowledge of all the department services. This may require considerable tact   and discretion

· Update files, maintain   a variety of paper and computer records, vacation schedules, attendance and   timesheets, numerical logs, ledgers, and client files

· Provide complex word   processing support with minimal direction

· Review complex   applications or documents 

· Perform complex data   entry tasks for which there is a variety of formats and procedures and with   general instructions for coding and entering data; check and correct entry   for input errors

· Gather and compile   statistical information and prepare regular and recurring reports to   departmental grant sources. This may involve researching files, contacting   clients or vendors, or other outside sources 

· Make travel   arrangements as necessary

· Coordinate work by   scheduling assignments and oversee the work of other clerical employees

· Perform difficult word   processing assignments such as the preparation of publications, charts, and   graphs

· Serve as the resource   person for the department on common office software; train and advise both   clerical and management staff on software problem resolution and capabilities

· Develop database,   spreadsheet, or word processing records and reports 

· Answer questions of   other employees and the general public, refer difficult inquiries to   appropriate personnel

· Process purchase   orders, and charge expenditures to departmental accounts, assigning   appropriate account coding base on the nature and purpose of the expenditure

· Monitor and maintain   office supplies and materials

· Assist in scheduling   and planning for meetings in other communities, provides information, creates   and displays room signs as requested

· Prepare timesheets,   check requests, and other necessary paperwork

· If necessary, monitor,   coordinate and direct the work and job performance of temporary clerical   staff

· Maintain communication   with all employees, sites, and vendors as necessary

· Other related duties   as assigned

Knowledge, Skills &   Abilities. A comprehensive set of capabilities   required to perform job tasks effectively:

· Considerable knowledge   of correct business practices, correspondence, and typing formats, including   English grammar, composition, spelling and punctuation

· Ability to read and   comprehend regulations, procedures, and policies; apply them to specific   situations; and explain them to the public and others

· Ability to speak,   write, listen, and communicate effectively, meet and deal effectively with   the general public, establish and maintain cooperative working relationships

· Extensive knowledge of   computer software applications including MS word Excel, Outlook, Power Point,   and Access or other database programs

· Knowledge of program   rules and requirements

· Ability to perform   basic arithmetic, such as fractions, decimals, and percentages

· Basic knowledge of   accounting systems

· Ability to work   independently and prioritize workload

· Ability to organize,   plan and maintain confidential records

· Ability to compare   data from a variety of sources for accuracy and completeness, identify   discrepancies or inaccuracies and make corrections

· Project management and   conflict resolution skills

· Ability to organize   and plan record keeping and filing systems

· Ability to search,   select, compile, and summarize data and information

· Ability to compare   data for completeness, identify any discrepancies or inaccuracies and make   the necessary corrections

· Ability to plan,   organize, direct, coach, and evaluate work, operations and activities for   Administrative Clerks I, II and volunteers including training, performance   productivity and office logistics

· Familiarity with   Tlingit, Haida, and Tsimshian cultures

Minimum   Qualifications (education, experience, skills):

· ADMINISTRATIVE   ASSISTANT I

· High School Diploma or   GED 

· 3 years of clerical   experience

· Valid Driver’s License   required for some departments

· ADMINISTRATIVE   ASSISTANT II

· High School Diploma or   GED

· 5 years of clerical   experience

· Valid Driver’s License   required for some departments

Preferred   Qualifications (education, experience, skills):

· One   year or more experience in the hiring department/program’s specialty area

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 with or without reasonable accommodation:

· The majority of work is performed in a professional office   setting and is generally sedentary, requiring routine walking, standing,   bending, and carrying of items weighing less than 40 lbs.

Work Environment. The work environment characteristics described here are   representative of those an employee encounters while performing the essential   functions of this job:

· Some travel may be required on   small aircraft or ferry. 

· Certain positions at Tlingit and   Haida may have exposure to certain hazardous materials or conditions. The   supervisor will review these if applicable.