Wrap Around - Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

10h•Onsite

About The Position

Assists department by providing day-to-day administrative, clerical and support functions to the Program Manager by performing a variety of routine to moderately difficult duties. Manages office function and scheduling of Program Manager and staff. Assists Department with intake of clients. Assists Wrap Around Navigators with finding housing resources for Wrap Around clients.

Requirements

Associates Degree and two years of clerical and administrative support to a department Program Manager or higher is preferred; High school diploma or General Education Degree (GED) and four years clerical and administrative support to a department Program Manager or higher is required at a minimum; or a satisfactory equivalent combination of education and experience.
Previous experience working for in a Tribal environment required.
Intermediate skills in Microsoft Word and Excel required.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Must pass criminal background before hire and periodically throughout employment.
Must have a valid and unrestricted Washington State Driver’s License. Driver’s License must not contain any restrictions that would otherwise prevent an employee from driving a GSA vehicle.
Must have strong interpersonal skills for defusing and de-escalating angry clients.
Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee occasionally is required to stand and walk.
The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Nice To Haves

Associates Degree and two years of clerical and administrative support to a department Program Manager or higher is preferred
Willingness to attend training for professional development.

Responsibilities

Promptly greets high volume of visitors and walk-ins. Directs them to the appropriate unit/person within the department or a program outside of the department.
Answers and routes a high volume of incoming calls and messages using proper etiquette. Follows up as necessary.
Provides timely information and direction to tribal membership and clients regarding requested and available services.
Responsible for making and distributing photocopies and facsimiles.
Receives and distributes incoming mail. Properly and accurately logs all incoming/outgoing mail. Logs and tracks forms submitted to other departments for signature. Collects and logs incoming correspondence.
Schedules and performs intakes with incoming clients. Refers to Program Manager for assignment to Navigator.
During staff meetings is expected to take meeting minutes quickly and accurately. Responsible for timely recording and distribution of meeting minutes to staff members.
Maintains records, scans, and files accurately and promptly.
Arranges and maintains Program Manager’s calendar. Coordinates scheduling of meetings for department and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings.
Prepares correspondence, memos, reports and forms from notes for Program Manager’s signature and distributes/mails as needed.
Creates forms for better client service delivery.
Is the Department’s primary contact for completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
Is responsible for care and payment of departmental GSA vehicles.
Maintains personnel files for Program Manager.
Processes payments for bills in Microix to service providers, vendors, etc.
Processes timesheets and tracks time for departmental employees.
Assists Navigators in creating and maintaining case files.
Backups Navigators with transportation of clients.
Assists staff with locating housing resources and remains up-to-date on housing resources in the area.
Responsible for ordering and organization of office supplies and inventory. Processes purchase orders, signs for deliveries and delivers supplies to staff as needed.
Assists Program Manager in maintaining monthly budgets, including budget modifications, and annual budget formation.
Facilitates distribution of financial resources for clients and staff.
Assists Program Manager in maintaining compliance of agency’s grants. Inputs data into tracking database for funding agencies.
Creates outreach materials and strategic outreach plans. Attends community events to perform outreach awareness, including giving out program information and give away items.
Under the direction of the Program Manager, performs monthly audits and creates reports of case files.
Provides quarterly report data collection and analysis of data to assist Program Manager in preparing agency reports and evaluation of program effectiveness for grant compliance.
Performs other duties as assigned.