Administrative Assistant, Navigation

Job Title: Administrative Assistant

Department: Administration

Reports To: Senior Manager of Participant Engagement

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N4

Job Type: Regular, Full-Time

AKBCU: No ICPA: Yes

General Functions:

The Administrative Assistant serves as a courteous first point-of-contact for participants, internal customers, and external community partners within Cook Inlet Tribal Council’s (CITC) Deputy Operations Officer’s organization. The role of Administrative Assistant is pivotal in maintaining the smooth operation of an office environment. This role will manage schedules, organize meetings, handle communication, and maintain records. Additionally, assisting with various administrative tasks such as data entry, travel arrangements, and customer service could materialize. The versatility and attention to detail in this role are important for our team ensuring that daily operations run efficiently, allowing other team members to focus on their core responsibilities.

Duties and Responsibilities: including but not limited to:

• Support Administrative employees reporting to Deputy Operations Officer as needed.
• Provide professional customer service to all CITC staff, participants, vendors, and key stakeholders.
• Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and participant questions to the proper staff.
• Monitor and manage the dedicated program email addresses and respond to emails as appropriate.
• Assist department staff with day-to-day operations, clerical duties, and special projects.
• Create purchase requisitions and credit card reconciliations.
• Prepare letters, documents, expense reports, invoices, and other correspondence as requested.
• Schedule department-related meetings, events, and manage calendars.
• Track and manage department resources, supplies, including the Welcome Center and Housing Services storage.
• Complete and track travel pre-authorization when needed.
• Support Administrative employees reporting to Deputy Operations Officer as needed.
• Contribute to the safety and security of the department by executing emergency procedures.
• Act as an ambassador of CITC programs/services to proactively build relationships and remove barriers to service.
• Create a monthly calendar of events and share it with team.
• Assist with special projects and meetings.
• Submit program updates or news stories to Communications for posting on the CITC website, intranet, and program Facebook page.
• Respond to inquiries from internal and external partners about the Navigation process, including Integrated Case Management Coordination.
• Manage conference room schedule and work with Facilities and others to ensure conference rooms are prepared for use.
• Ensure work space is clean, well-supplied, and office equipment remains operational, this includes the Welcome Center.
• Keep essential communication information in the workspace current.
• Create, file, organize, and maintain any files and folders – Also electronic filing through Teams.
• Make photocopies, transmit documents, order office supplies, and perform other clerical functions.
• Must be flexible and willing to adapt to change with regard to systems, processes and team organization.
• Ability to adapt to frequently changing work priorities.
• Recognize and appreciate cultural diversity and respond to the needs of individuals and organizations from diverse cultures.
• Ability to obtain CITC Approved Driver Classification.
• Provide Administrative assistance to anyone in the Deputy Operating Officer’s Administrative work group.
• Coordinate with Manager to send out calendar invites with meeting location, virtual link, handouts, and supporting resources.
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform all other related duties as needed or assigned.

Job Specifications:

• Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Proficiency using PCs and standard office equipment.
• Excellent written and verbal communication skills; knowledge of proper grammar, good vocabulary, spelling and proofreading skills.
• Excellent public contact skills and telephone etiquette.
• Ability to make decisions and exercise good judgment.
• Ability to work closely with personnel from other departments within CITC.
• Ability to work under pressure, independently, and with minimal supervision.
• Ability to prioritize workload.
• Working knowledge of standard office equipment.
• High degree of sensitivity regarding confidential information.
• Demonstrated knowledge and understanding of the sociocultural needs of the Alaska Native and American Indian community.
• Be able to lift up to 40 pounds.

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

Minimum Qualifications:

• Associate’s degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Three years of experience in administrative, clerical, or business, or a related field.
• Valid Alaska Driver’s License and be 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.
• Continued employment is contingent upon satisfactory completion of state and federal background checks.
• CPR/First Aid certified, or willing to obtain within 60 days of hire.

Physical Requirements:

• Primarily works in an office setting, w. extended periods of time at a desk and on a computer.

NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.

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.

TR 2/14/24