Administrative Support Lead

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Support Lead

Department: Alaska’s People

Reports To: Manager/Senior Manager of Alaska’s People

Supervises: Administrative Assistant I/II/III

FLSA Status: Exempt

Pay Grade: E3

Job Type: Full-Time, Regular

AKBCU: No ICPA: Yes

General Function:

The Administrative Support Lead shall provide high level Administrative Support to Alaska’s People as well as supervise and oversee all administrative staff and the duties assigned to them. This position will be responsible for operations of the Alaska’s People Front Desk and the Computer Lab, including fielding telephone calls, checking people in, scheduling/rescheduling participants with AKP Staff, receiving and processing documentation and mail and providing the utmost quality of customer service. This position also ensure AKP computer lab and lobby area are clean and well maintained by self and administrative staff.

Duties and responsibilities:

• Provide administrative and operational support to all programs within Alaska’s People.
• Work in partnership with the AKP Senior Manager, WD Supervisor and CITC’s Navigation team to ensure non-duplication of services and cross train to assist with coverage.
• Responsible for the training and orientation of new Administrative Assistant staff with assistance from the Senior Manager.
• Identifies and response appropriately to internal and external customer needs utilizing available resources. Keeps composure under stress. Is approachable and compassionate.
• Ensures duties are prioritized and completed correctly and promptly. Mentors and leads Administrative Assistant staff.
• Coordinate and organize activities such as meetings, travel, conferences and all department activities, as directed by the Director.
• Provide participants with excellent customer service, treating them with dignity and respect, working from a position of Trauma informed practices. Address all complaints and grievances as it relates to direct reports according to policy and procedures.
• Provide oversite and supervision to the administrative staff.
• Ensure the front desk is staffed at all times Alaska’s People and/or CITC is open.
• Work alongside the Senior Manager to create staff development and individual learning plans to ensure staff are gaining and maintaining necessary skills for increased performance.
• Compile reports and gather data as needed as assigned by the Director.
• Record meeting minutes for meetings as requested.
• Ensure the timely completion of ordering, stocking, organization and cleanliness of AKP supplies as needed.
• Ensure the timely ordering of supply and supportive service as requested by AKP Leadership.
• Ensure regular, timely and accurate reconciliation of Alaska’s People Credit Card for orders, and ensure orders are expensed to the correct program budget.
• Conduct annual staff performance evaluations.
• Maintain active presence and availability for staff and participant needs.
• Creates and maintains a full Administrative Assistant Staff schedule which also includes the Front Desk and Computer Lab. If an Administrative Assistant is not able to work a shift or find coverage, it is the responsibility of the Lead to cover the shift or reach to AKP Leadership team.
• Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
• Maintain confidentiality according to regulations, policies, and procedures.
• Schedule, attend and participate in monthly staff meetings.
• Attend internal and external meetings
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform related duties as needed and assigned

Job Specifications:

• Strong leadership and team building skills
• Excellent verbal and written communication skills including excellent phone and interviewing skills.
• Strong organizational and time-management skills.
• Openness to technical direction and willingness to contribute to planning processes.
• Demonstrated ability to work under pressure.
• Strong commitment to the goals of the overall program and organization.
• Must have strong accuracy skills with attention to detail and fact reporting.
• Demonstrated understanding of traditional Alaska Native and American Indian cultures and values, including an understanding of CITC’s Values.
• Strong Computer literacy with experience in providing program support.
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to prioritize work and work-related responsibilities.
• Demonstrated proficiency in Windows applications (Excel, Word, PowerPoint).
• Adheres to Confidentiality Policy and HIPAA.

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

Minimum Qualifications:

• Associates degree in Business Administration, Business Management, Nonprofit Management, or a related field. Relevant experience may substitute for degree requirement on a year-for-year basis.
• Minimum three (3) years’ experience providing Administrative Support.
• Two (2) years of supervisory experience.
• 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.
• Continued employment is contingent upon a receipt of a satisfactory state and federal background check.

Physical Requirements:

• Primarily works in an office setting, with 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.