Administrative Assistant II- Tribal Development
Job Posting for Administrative Assistant II- Tribal Development at Tanana Chiefs Conference
Description
Job Title
Administrative Assistant II- Tribal Development
Location
Fairbanks, AK, US
Organization Name
Tribal Government & Client Services
Job Summary
Job Summary: Incumbent provides clerical, administrative and program support essential for the Tribal Development Division operations which ensures the consistent flow of incoming/outgoing communications, documentation requirements, planning workshops, scheduling travel, and other business office procedures. Position works with confidential information gained through employment that must remain confidential during and after this employment. As the first point of contact incumbent must have professional conduct and behavior.
Adhere to the TCC Ch’eghwtsen’ model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Adhere to the TCC Ch’eghwtsen’ model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Essential Functions
Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbent(s).
Representative Duties: Under the general supervision of the Tribal Development Deputy Director, job incumbent will:
1. Answer incoming calls and process mail and correspondence. Respond independently to inquiries and requests. Provide and receive accurate and clear information concerning matters related to the department and keep supervisor apprised of emerging issues and problems.
2. Prepare, track and review purchase requests, manages p-card and p-card reports, payment requests, invoices, travel authorizations, trip reports, department forms, documents and assist programs with year-end closeout.
3. Track and stock office inventory, file hard and electronic documents and archive documents.
4. Work with Tribal Development Programs to ensure compiled data and reports are timely and available, including dissemination, updating program information, reviewing, edit and format documents for accuracy.
5. Schedule, coordinate meetings; including note taking and logistics (i.e. meeting space, catering, and necessary contracts).
6. Responsible for coordinating and assisting with Division wide events, including village trips, council orientations and meetings, Annual Tribal Government Trainings, subregionals and convention prep.
7. Must be able to work independently or as a team to carry out special projects.
8. Responsible for managing division calendars. This includes scheduling meetings, tracking staff travel, projects and deadlines.
9. Provide backup support for Self Governance or any program within the Tribal Development Division, including support on special projects requested by Division Director and/or Deputy Director.
10. Ensure office appears professional and is prepared, stocked and ready for staff and guests each day.
Other Responsibilities:
1. Perform other job related duties as required.
Representative Duties: Under the general supervision of the Tribal Development Deputy Director, job incumbent will:
1. Answer incoming calls and process mail and correspondence. Respond independently to inquiries and requests. Provide and receive accurate and clear information concerning matters related to the department and keep supervisor apprised of emerging issues and problems.
2. Prepare, track and review purchase requests, manages p-card and p-card reports, payment requests, invoices, travel authorizations, trip reports, department forms, documents and assist programs with year-end closeout.
3. Track and stock office inventory, file hard and electronic documents and archive documents.
4. Work with Tribal Development Programs to ensure compiled data and reports are timely and available, including dissemination, updating program information, reviewing, edit and format documents for accuracy.
5. Schedule, coordinate meetings; including note taking and logistics (i.e. meeting space, catering, and necessary contracts).
6. Responsible for coordinating and assisting with Division wide events, including village trips, council orientations and meetings, Annual Tribal Government Trainings, subregionals and convention prep.
7. Must be able to work independently or as a team to carry out special projects.
8. Responsible for managing division calendars. This includes scheduling meetings, tracking staff travel, projects and deadlines.
9. Provide backup support for Self Governance or any program within the Tribal Development Division, including support on special projects requested by Division Director and/or Deputy Director.
10. Ensure office appears professional and is prepared, stocked and ready for staff and guests each day.
Other Responsibilities:
1. Perform other job related duties as required.
Minimum Qualifications
Minimum Qualifications:
1. High school diploma or GED required.
2. Three to five years of office experience with progressively higher responsibilities.
3. Proficient with a wide range of personal computer applications including Excel, Word, Outlook, Power Point, Adobe Acrobat Pro and Zoom.
4. Two years of experience in customer services preferred.
5. Must have valid Alaska Driver’s License.
6. Must maintain strict confidentiality.
7. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.
Knowledge, Skills and Abilities:
1. Ability to perform a variety of clerical and administrative duties.
2. Ability to listen, write, and speak effectively, and positively relate and interact with co-workers, clients and other business related contacts.
3. Ability to prioritize and adapt to changing conditions and work assignments, and manage multiple assignments, and tasks. Ability to balance regular work load while coordinating time sensitive situations and clients in Tribal Development.
4. Excellent customer services skills required. Must be able to identify and respond to internal and external clients by providing excellent service.
5. Must be a resourceful team player that establishes, strengthens, and maintains effective working relationships with others inside or outside the organization.
6. Effective problem-solving and being proactive of potential issues.
7. Must be attentive, respectful, and culturally responsive to clients, guests and co-workers.
8. Occasional travel may be required.
Supervision: This position has no supervisory responsibilities.
1. High school diploma or GED required.
2. Three to five years of office experience with progressively higher responsibilities.
3. Proficient with a wide range of personal computer applications including Excel, Word, Outlook, Power Point, Adobe Acrobat Pro and Zoom.
4. Two years of experience in customer services preferred.
5. Must have valid Alaska Driver’s License.
6. Must maintain strict confidentiality.
7. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.
Knowledge, Skills and Abilities:
1. Ability to perform a variety of clerical and administrative duties.
2. Ability to listen, write, and speak effectively, and positively relate and interact with co-workers, clients and other business related contacts.
3. Ability to prioritize and adapt to changing conditions and work assignments, and manage multiple assignments, and tasks. Ability to balance regular work load while coordinating time sensitive situations and clients in Tribal Development.
4. Excellent customer services skills required. Must be able to identify and respond to internal and external clients by providing excellent service.
5. Must be a resourceful team player that establishes, strengthens, and maintains effective working relationships with others inside or outside the organization.
6. Effective problem-solving and being proactive of potential issues.
7. Must be attentive, respectful, and culturally responsive to clients, guests and co-workers.
8. Occasional travel may be required.
Supervision: This position has no supervisory responsibilities.
Supervision
Physical demands: Requirements are those of normal office type work with extended hours of sitting and operation of standard office and computer equipment. Must be able to lift, pull, push and carry up to forty pounds. Limited travel may be required. Incumbent must be able to work efficiently and effectively in a busy environment. Work requires attention to detail and is subject to multiple deadlines.
Summation
Summation: Incumbent will evaluate and analyze situations and take appropriate action, by practicing excellent follow-through skills, perseverance, flexibility, attention to detail and ability to respond quickly to changing priorities while staying focused during multiple interruptions. Must complete task with a high level of accuracy, attention to detail and speed and have the ability to communicate effectively. Incumbent must demonstrate discretion, good judgment and tact when dealing with people.
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Job openings at Tanana Chiefs Conference
Tanana Chiefs Conference
Fairbanks, AK
Full Time
Tanana Chiefs Conference
Fairbanks, AK
Full Time
Tanana Chiefs Conference
Fairbanks, AK
Full Time
Tanana Chiefs Conference
Fairbanks, AK
Full Time
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