Administrative Assistant I or II - One Stop Auto - Juneau

Central Council Tlingit & Haida Indian Tribes•Juneau, AK

12d•Onsite

About The Position

This role serves as an Administrative Assistant I or II at One Stop Auto in Juneau. The Administrative Assistant I performs specialized complex clerical services requiring independence, judgment, and initiative, with knowledge of the organization's programs and policies. The Administrative Assistant II functions as part of the department-level management team, working closely with the Program Manager. This role requires advanced knowledge in administrative processes, Tlingit & Haida Policies and Procedures, supervision, Federal and State Laws, and program performance standards. Responsibilities may include supervision of clerical personnel and/or volunteers, budget development and maintenance, contract and grant administration, procurement, information systems analysis/management, and safety and security activities.

Requirements

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, PowerPoint, 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
High School Diploma or GED
3 years of clerical experience (for Administrative Assistant I)
5 years of clerical experience (for Administrative Assistant II)
Valid Driver’s License required for some departments

Nice To Haves

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

Responsibilities

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 a general knowledge of department services, requiring 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 with a variety of formats and procedures, and 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, which 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 based 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