Administrative Assistant I/II - Youth Engagement - Juneau
About The Position
The Administrative Assistant I/II performs a broad range of clerical and administrative work for the department. At Level I, the role works under minimal direction and uses independence, judgment, and initiative to organize office work, determine priorities, and take appropriate action. The position requires knowledge of organizational programs, policies, and procedures. At Level II, the incumbent is part of the department-level management team and works directly with the Program Manager. The role requires advanced knowledge of administrative processes, Tlingit & Haida policies and procedures, supervision, applicable federal and state laws, and program performance standards. Responsibilities may include supervising clerical personnel or volunteers, budget development and maintenance, contract and grant administration, procurement, information systems management, and safety and security activities. The position provides reception and clerical services, maintains records, supports reporting and data entry, coordinates schedules and travel, assists with purchasing and paperwork, and serves as a resource to department staff and the public. Most work is performed in a professional office setting and is generally sedentary. Some travel may be required by small aircraft or ferry.
Requirements
- Administrative Assistant I: High school diploma or GED.
- Administrative Assistant I: Three years of clerical experience.
- Administrative Assistant II: High school diploma or GED.
- Administrative Assistant II: Five years of clerical experience.
- A valid driver's license is required for some departments.
- Considerable knowledge of business practices, correspondence, typing formats, 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.
- Effective speaking, writing, listening, and communication skills, including the ability to work effectively with the public and maintain cooperative working relationships.
- Extensive knowledge of computer software applications, including Microsoft Word, Excel, Outlook, PowerPoint, and Access or other database programs.
- Knowledge of program rules and requirements.
- Ability to perform basic arithmetic, including 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 information from multiple sources for accuracy and completeness, identify discrepancies, 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 plan, organize, direct, coach, and evaluate the work and activities of Administrative Clerks I and II and volunteers, including training, productivity, and office logistics.
- Familiarity with Tlingit, Haida, and Tsimshian cultures.
Nice To Haves
- One year or more of experience in the hiring department or program’s specialty area.
Responsibilities
- Answer phones, greet the public, and direct or refer inquiries to Tlingit & Haida programs.
- Process incoming and outgoing mail; photocopy, fax, scan, file, assemble, and distribute materials.
- Provide information to department staff and the public, interpreting and explaining policies with tact and discretion.
- Maintain paper and computer records, including files, vacation schedules, attendance and timesheets, logs, ledgers, and client files.
- Provide complex word processing support and review complex applications or documents.
- Complete complex data entry, check entries for errors, and make corrections.
- Gather and compile statistical information and prepare recurring reports for departmental grant sources, including researching records and contacting clients, vendors, or other outside sources as needed.
- Make travel arrangements as necessary.
- Schedule assignments and oversee the work of other clerical employees.
- Prepare publications, charts, graphs, databases, spreadsheets, and word-processing records and reports.
- Provide guidance and training to clerical and management staff on common office software, including problem resolution and capabilities.
- Answer employee and public questions and refer difficult inquiries to appropriate personnel.
- Process purchase orders and charge expenditures to departmental accounts using appropriate account coding.
- Monitor and maintain office supplies and materials.
- Assist with scheduling and planning meetings in other communities, provide information, and prepare room signs as requested.
- Prepare timesheets, check requests, and other required paperwork.
- Monitor, coordinate, and direct temporary clerical staff when necessary.
- Maintain communication with employees, sites, and vendors as necessary.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
