Capitol Projects Admin Assistant

Yakutat Tlingit Tribe•Yakutat, AK

33d•$25

About The Position

This reports to the Capitol Projects Director. The Administrative Assistant provides comprehensive administrative support including document preparation, records management, reporting, scheduling, and travel coordination. Additional responsibilities include entering invoices into the Microix Accounting System, ensuring equipment insurance is current, and supporting the RFP process.

Requirements

Knowledge of: Self-governing tribal, Federal and state laws and guidelines for the administration of federally funded grant projects.
Knowledge of: Correct business practices, correspondence, and typing formats, including grammar, composition, spelling and punctuation.
Knowledge of: Relevant federal, state and local laws, accrediting agency rules and regulations.
Ability to assist in completion of EPA (Environmental Protection Agency) TRP quarterly and annual reports
Ability to Understand, analyze, and interpret Federal and state laws and regulations, grantor guidelines, financial reports, and legal documents.
Ability to Respond effectively to complex inquiries from grantors and regulatory agencies.
Ability to Identify and resolve problems in a timely manner; gather and analyzes information skillfully; develop alternative solutions; work well in group problem solving situations; and uses reason even when dealing with emotional topics.
Willingness to work flexible hours in order to meet the organization’s needs/demands.
To manage multiple deadlines at one time.
Work with personal computers and utilize a variety of software applications, including database and office software systems.
Communicate clearly and effectively, both orally and in writing, using tact and sensitivity.
Skill in office management systems and procedures
Skill in numerical aptitude.
Skill in exercising good judgment and creative problem solving.
Skill in interpersonal relations.
Skill in Use of personal computers and a variety of job-related software applications.
Skill in oral and written communication.
High school diploma or GED required.
Three (3) years of Administrative experience, in construction preferred.
Must be 18 years of age or older.
Must successfully pass a National Criminal and State background check.
Valid Alaska Driver’s License.
Must be able to pass both urine and hair sample drug test.

Responsibilities

Support proposal and RFP processes, including preparation and tracking.
Monitor contract amendments and team schedules.
Maintain organized workflows using Microsoft Office and standard office equipment.
Work independently with sound judgment, initiative, and attention to detail.
Assist with compliance to YTT procurement policies.
Maintain contractor and vendor relationships.
Prioritize tasks effectively in a dynamic environment.
Maintain systems, procedures, recordkeeping, and budget tracking.
Answer and route incoming phone calls.
Coordinate meeting logistics and prepare meeting materials; take detailed minutes.
Draft and distribute correspondence including emails, memos, letters, and forms.
Prepare quarterly TRP and NALEMP program reports.
Maintain filing systems and update office policies and procedures.
Manage office supply orders and vendor research.
Maintain program contact lists.
Arrange and document staff travel.
Submit expense reports and review program G&L.
Provide general support to visitors.
Serve as a point of contact for internal and external clients.
Perform other duties as assigned.