Administrative Assistant

COWLITZ INDIAN TRIBE • DuPont, WA

1d • Onsite

About The Position

Enhances executive's effectiveness by providing professional information-management support to Human Services leadership. Gains results through direction, assistance, and coordination of tasks, projects, and activities. Maintains professionalism in all interactions with internal and external partners. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe and of the Health and Human Services department. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Requirements

• Associate’s degree in public administration, health administration, business, or related field.
• Three (3) years of related high-level administrative experience required.
• A valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening/investigation.
• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of office functions, procedures, and policies.
• Knowledge of basic terminology and procedures typical of a behavioral health setting.
• Knowledge of policies and procedures related to privacy.
• Skill in proper spelling, grammar, punctuation, and basic arithmetic.
• Ability to operate various word-processing, spreadsheet, and database software programs in a Windows environment, including database systems at an intermediate level.
• Ability to maintain confidentiality.
• Ability to foster joy and demonstrate resilience in challenging work environments while maintaining professional relationships, promoting inclusivity, uplifting staff, and contributing to a supportive and thriving workplace culture.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to demonstrate strong organizational skills and create structure, manage complex workflows, and maintain a high level of attention to detail.
• Ability to exercise independent judgment.
• Pre-employment drug screen.
• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks, including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of no contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation, or sexual contact; prostitution; or crimes committed against person(s) or children.

Nice To Haves

• Bachelor’s degree preferred.
• A combination of relevant education and related work experience may be considered.

Responsibilities

• Improves program effectiveness by contributing to the creation of a supportive environment conducive to achieving optimal performance.
• Coordinates onboarding activities for new Program Manager staff, including welcome materials, schedules, equipment requests, and introductory cross-program meetings.
• Manages and maintains emails, calendars, and appointments for leadership, ensuring timely responses; informs leaders of upcoming commitments; prepares leadership for meetings by communicating and providing information in advance.
• Maintains and updates shared department calendars, including all-staff training, events, deadlines, and staff leave calendars if applicable.
• Gathers data, generates reports, identifies strengths and needs; offers recommendations for consideration.
• Reviews departmental reports, program surveys, studies, and miscellaneous information to summarize and keep leadership informed of significant findings.
• Maintains organized systems for Human Services program awards, contracts, MOUs, records, and compliance documentation, ensuring easy retrieval and audit readiness.
• Monitors program deadlines, deliverables, and compliance timelines, establishing internal alert systems to ensure the Human Services Director and Program Managers stay on track with grant, reporting, and regulatory requirements.
• Conserves Director’s time by reading, evaluating, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, etc.
• Coordinates with HHS and CIT Departments to support efficient and effective operation and collaboration.
• Leads collaborative meetings among Human Services Project Coordinators to promote interdepartmental coordination, support department-wide events and activities, and grow combined cross‑program initiatives.
• Works with the Communications Department to ensure monthly report data from Human Services Program Managers is complete, accurate, and submitted in a timely manner.
• Collaborates with the Communications Department to incorporate Human Services activities and active efforts into CIT social media platforms.
• Responds to inquiries, including receiving and resolving complaints as appropriate.
• Supports Human Services Department staff recognition efforts, such as coordinating appreciation activities or milestone acknowledgments.
• Acts as liaison between HS leadership, internal teams and programs, external partners, and maintains active communication with all programs and tribal entities as directed.
• Performs administrative duties to support leadership, enabling them to be highly effective in executing their roles; maintains the highest level of confidentiality of all information and records, including, but not limited to, financial, personnel, project, and quality improvement information, etc.
• Aids with the budgeting process and financial workflow, and models stewardship of CIT resources.
• Coordinates special events and activities for the Human Services Department that promote cultural connection, support staff morale, enhance retention, and foster overall wellness.
• Attends and facilitates meetings and community functions; addresses groups; prepares written and verbal presentations and reports; and records and distributes meeting minutes as directed.
• Provides assistance and guidance with operationalizing policies and procedures to reinforce expectations of professionalism, efficiency, and standards of care.
• Coordinates agenda development that prioritizes program, client, and staff needs.
• Adapts to changes in safety protocols and procedures.
• Works collaboratively in a team environment to achieve shared goals.
• Performs other duties as assigned.

Benefits

• Tribal preference in accordance with the Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions.
• All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree
• Number of Employees: 11-50 employees