Youth Services Assistant

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: 477 Youth Services Assistant, ETSD

Department: Employment & Training Services Department (ETSD)

Reports To: 477 Youth Services Supervisor

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N3

Job Type: Regular, Full-Time

AKBCU: Yes ICPA: Yes

General Functions:

The 477 Youth Services Assistant serves Alaskan Native and American Indian youth living in the greater Anchorage service area. This position supports participants and program operations for Tribal Temporary Assistance to Needy Families (TANF), Bureau of Indian Affairs General Assistance (GA), Tikhatnu Tribal Alliance for Young Families Grant (TTAYF), and subsidized youth employment programs provided by the Employment & Training Services Department (ETSD).

• Duties and responsibilities, including but not limited to:
• Answer phone calls, respond to all general email inquiries, greet guests, participants and route all employee and participant questions to the proper staff.
• Provide backup assistance to receptionists.
• Determine eligibility for youth programs, notify applicants of acceptance or denial verbally and in written correspondence, and accompany them to the worksite, home, and school visits.
• Collect eligibility documents, enter data into all appropriate databases and E-files to track the services provided to program participants.
• Monitor database reports and makes sure the reports are updated regularly.
• Issue supportive services such as distributing gift cards, computers, and other tools to eligible youth, including preparing and mailing information to participants.
• Assist and provide information for prospective or existing participants interested in obtaining or maintaining services from the Employment & Training Services Department.
• Refer participants to appropriate agencies and programs when necessary.
• Schedule participant appointments and reschedule appointments as necessary.
• Perform general administrative duties such as typing, writing, inputting information into databases, proofreading forms, faxing documents, and ordering supplies.
• Distribute all incoming and outgoing mail, faxes, and other office correspondence to appropriate personnel promptly.
• Ensure all forms and applications for participants are current and readily available.
• Attend job fairs and community outreach events to promote Youth Services.
• Assist with youth group activities and workshops, which include supervising youth interns.
• Attend and actively participate in department meetings and training.
• Bring policy issues to 477 Youth Services Supervisor or Management Team as they arise.
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform all related duties as needed and assigned.
• Job Responsibilities Related to Participant Privacy
• Employee is expected to actively participate in CITC privacy training and to protect the privacy of participant information in accordance with CITC's privacy policies, procedures and practices, as required by federal and state law. Failure to comply with CITC's policies and procedures on participant privacy may result in disciplinary action up to and including termination of employment.
• Employee may access protected health information and other participant information only to the extent necessary to complete job duties. Employee may only share such information on a need to know basis with others who have job responsibilities related to treatment, payment, or other CITC operations.
• Employee is encouraged and expected to report, without the threat of retaliation, any concerns regarding CITC's policies and procedures on participant privacy and any observed practices in violation of the policy to the designated Privacy Officer.

Job Specifications:

• Demonstrated ability to accurately apply eFiling skills.
• Demonstrated excellent computer skills, which include spreadsheet, word processing, and publishing programs.
• Demonstrated excellent written and verbal communication skills with good vocabulary, spelling, and proofreading skills.
• Demonstrated knowledge of office machines to include: copiers, facsimiles, postage meters, and scales, computers, printers
• Strong research skills.
• Strong customer service and interpersonal skills.
• Demonstrated ability to work well with Alaska Native and American Indians and understand the social and cultural needs of the Native community.
• Demonstrated ability to work in a team atmosphere.
• Demonstrated ability to work independently and with limited supervision.
• Demonstrated ability to coordinate multiple activities.
• Must be able to maintain composure in a very stressful and fast-paced work environment.
• Demonstrated ability to communicate with families in crises with composure and compassion.
• Demonstrated ability to learn and apply program regulations that govern all employment and training services.

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

Minimum Qualifications:

• High school diploma or GED.
• Two (2) years of experience in general business or related fields.
• Two (2) years of experience with Microsoft applications and at least one year using databases or equivalent combination of education and experience.
• Continued employment status will be contingent upon satisfactory completion of a state and federal background check.
• 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.
• Preferred Qualifications:
• Prior experience in customer service.
• Prior experience in conducting eligibility.

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.