Administrative Assistant I/II - Youth Engagement - Juneau

Tlingit & Haida•Juneau, AK

9d•Onsite

About The Position

The Administrative Assistant I works under minimal direction, performing specialized and complex clerical work across a wide range of services. The role requires independence, judgment, initiative, and the ability to prioritize and organize office work, determine appropriate actions, and understand the organization’s programs, policies, and procedures. The Administrative Assistant II works as part of the department-level management team and 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, developing and maintaining budgets, administering contracts and grants, procuring goods and services, managing or analyzing information systems, and supporting safety and security activities. The position provides reception and clerical services, maintains records, supports data entry and reporting, coordinates schedules and travel, processes purchasing and financial paperwork, and serves as a resource for office software and departmental information. Work is primarily performed in a professional office setting. Some travel may be required by small aircraft or ferry.

Requirements

High school diploma or GED.
Administrative Assistant I: 3 years of clerical experience.
Administrative Assistant II: 5 years of clerical experience.
A valid driver’s license is required for some departments.
Knowledge of correct business practices, correspondence, typing formats, English grammar, composition, spelling, and punctuation.
Ability to read and understand 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 MS 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 data 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 work, operations, and activities for Administrative Clerks I and II and volunteers, including training, productivity, performance, 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

Provide reception services, answer phones, greet the public, and direct or refer people to Tlingit & Haida programs.
Perform clerical duties including processing mail, photocopying, faxing, scanning, filing, and assembling and distributing materials.
Provide the department and public with information requiring interpretation of policies and general knowledge of department services.
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.
Perform complex data entry, check entries for errors, and make corrections.
Gather and compile statistics and prepare recurring reports for departmental grant sources, researching information and contacting clients, vendors, or other sources as needed.
Make travel arrangements as necessary.
Schedule assignments and oversee the work of other clerical employees.
Prepare publications, charts, graphs, and other difficult word processing assignments.
Serve as the department’s resource on common office software and train and advise clerical and management staff on software capabilities and problem resolution.
Develop database, spreadsheet, or word-processing records and reports.
Answer questions from employees and the public 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 create and display room signs as requested.
Prepare timesheets, check requests, and other necessary paperwork.
When necessary, monitor, coordinate, and direct temporary clerical staff and their job performance.
Maintain communication with employees, sites, and vendors as necessary.
Perform other related duties as assigned.