Children's Services/ICW - Program Coordinator

Puyallup Tribe of Indians • Tacoma, WA

5d • Onsite

About The Position

This is a senior level position that provides administrative support to the department staff by providing day-to-day operations and support functions to the team by performing a variety of moderate to complex duties which require the use of good judgement, organizational skills and time management to successfully complete those duties. This position is responsible for ensuring that the operations within the department run smoothly. This position is responsible for keeping case information strictly confidential.

Requirements

• Must have an Associate’s Degree in a related field and four years of experience in administrative support to a senior level executive; or equivalent combination of education and experience.
• Or must demonstrate the ability to successfully perform job duties.
• Intermediate to advanced skills in Microsoft Word and Excel required.
• Responsible for completing car seat safety training and staying up to date on car seat laws.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s.
• Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• 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 Washington State Department of Social and Health Services (DSHS) criminal history and CPS background inquiry every two years unless otherwise indicated.
• Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. Driver’s License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.
• Must be willing to attend training for professional development.
• Works cooperatively to establish and maintain professional relationships with other Tribal departments that are responsible for sharing highly confidential information.
• Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
• Report to work on time and maintains consistent daily attendance at work.
• Must past tuberculosis test.
• Must have and maintain a CPR/First Aide Certification.

Nice To Haves

• Knowledge of and work experience in child welfare is preferred.

Responsibilities

• Works closely with the Director to develop and implement department goals, policies and procedures.
• Supports the department with the onboarding and exiting of staff.
• Receives and documents incoming Tribal Ancestry inquiries and Indian Child Welfare Act legal notifications and ensures timely response. Log these notifications into the ICW shared drive and ensure distribution to the ICW Attorney.
• Responsible for all Agenda Request Forms and Event Request Forms, including overseeing the routing for all required signatures. Makes copies and submits to Tribal Council.
• Tracks Agenda Request Forms submitted to Tribal Council and logs status in the shared drive.
• Coordinates departmental community outreach events and coordination of special projects for the department.
• Coordinates PTICWAC monthly meetings. Maintains sign up sheet for staffing needs, prepares and shares agenda with reports prior to staffing days to ICWAC committee. Assists during the meeting to connect with staff to come at designated times and collects a copy of recommendations from the committee. Also receives notification from Chair or Designee confirmation of filings from the Puyallup Tribal Court.
• Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis.
• Assists in the creation of a shared data base and archive management system for open and closed cases. Responsible for maintaining up to date information in this shared database at all times.
• Responsible for training staff on how to use the database for their specific roles within the department. Is also the main point of contact for Tech/One Tribe representative for any database changes; will implement those changes with extra trainings for the department staff as needed.
• Processes staff timesheets and submit in a timely manner. Also manages the staff flex/comp log to ensure the usage is being accounted correctly and updated frequently.
• Assists the supervisor in collecting data by pulling data reports from the database and analyzing the reporting numbers which are used to generate the quarterly reports for Administration and the BIA. Must maintain strict confidentiality. All information is to remain confidential unless authorized by supervisor, this is to include the sharing of information with clients, Tribal employees not in the department and community.
• As directed by supervisor, prepares correspondence, memos, reports and forms from notes for signature and distributes/mails as needed.
• Assists as needed in maintaining a shared calendar that will have all court hearings, staffing, meetings, phone conferences, home visits, planned leave of staff and important deadlines that will assist the staff in case management.
• Maintains department credit card statement and reconciliation for purchases. Processes orders/payments in Microix, as needed as well as staff reimbursements. Ensures payments for bills to remain current with all service providers, vendors, etc.
• Assists with monthly budgets and completing budget modifications when needed.
• As directed by supervisor creates forms for better client service delivery.
• Promptly follows up with tasks and notifies supervisor on completion in a timely fashion.
• Participates in departmental staff meetings and trainings.
• Provides notary services.
• May need to transport children out of state and/or assist Caseworkers in transports. Ensures car seat placement meets safety laws.
• Performs other duties as assigned.
• This position will act as direct supervisor of the departments Administrative Assistant and Senior Administrative Assistant. Responsible for ensuring staff are following all PTOI policies and procedures, may delegate tasks as needed to assist the department needs. Responsibilities include training, hiring, coaching; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

Benefits

• employer paid medical, dental, vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree