Children's Services/ICW - Sr. Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

17h

About The Position

The Sr. Administrative Assistant is a senior-level role within the Children’s Services/ICW department, providing day-to-day administrative, clerical, and support functions to the leadership team. The position performs moderate to complex duties requiring sound judgment, organization, and time management, and serves as the department’s primary point of contact for other Tribal departments. It helps ensure that departmental operations run smoothly and plans and coordinates community events throughout the year. The role also provides backup support to the Administrative Assistant, including front-desk coverage when needed. The position maintains records, files, calendars, personnel information, budgets, timekeeping, and reports; supports the Director with grant and license compliance; and coordinates meetings and Tribal Council agenda request processes. The employee handles highly confidential client and departmental information, maintains professional relationships, and participates in staff meetings, trainings, and community outreach. The position has no supervisory responsibilities. This is a full-time position scheduled for 40 hours per week. Work is performed in an office and occasionally off site. Depending on departmental and organizational needs, the employee may be required to telework on a part-time or full-time basis.

Requirements

Associate degree and two years of progressively responsible clerical and administrative support to a department Director or higher, or a satisfactory equivalent combination of education and experience.
Intermediate to advanced skills in Microsoft Word and Excel.
Ability to demonstrate good judgment when applying knowledge and experience to work assignments.
Strong interpersonal skills, including the ability to defuse and de-escalate angry clients.
Ability to read and interpret documents such as court orders, background checks, grant reports, safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write varied reports and correspondence using proper punctuation and language.
Ability to speak effectively before groups or employees of the organization.
Ability to understand financial documents, including budgets and billing statements, and calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply basic algebra and geometry concepts.
Ability to follow written, oral, or diagrammed instructions; handle problems involving several concrete variables in standardized situations; and act responsibly to avoid endangerment.
Pass Washington State Department of Social and Health Services criminal history and CPS background inquiries every two years, unless otherwise indicated.
Maintain a valid, unrestricted Washington State Driver’s License and proof of insurance; the license must allow operation of a GSA vehicle and compliance with the Puyallup Tribe Vehicle Use Policy.
Willingness to attend professional-development training and continuously engage in professional development, including cross-training and keeping up with trends and best practices in child welfare service delivery.
Adhere to the Child and Family Protection Code and the duty to report child abuse and neglect.
Handle highly confidential information professionally and maintain strict confidentiality; work cooperatively with other Tribal departments that share confidential information.
Maintain consistent daily attendance at work.
If required to telework, complete the Telework Agreement and abide by the Telework Policy and work expectations.
Ability to operate a personal computer, multi-line telephone, calculator, facsimile machine, and photocopier.
Ability to read, write, communicate, and interpret information accurately in English; concentrate and consistently produce accurate work.
Ability to meet the stated physical demands, including occasionally lifting and/or moving up to 50 pounds.

Responsibilities

Manage and oversee office functions and, under the Director’s direction, develop and streamline processes to support efficient and effective office operations.
Direct visitors, walk-ins, and clients to the appropriate person or program.
Maintain current digital and hard-copy records and files, including archived records.
Maintain multiple calendars and schedules; coordinate team meetings; make courtesy calls; prepare and distribute agendas; record and publish meeting notes and action items; and track action items for the Director.
Create administrative forms and resources for the leadership team.
Coordinate the creation and completion of Agenda Request Forms, route them for signatures, submit them for Tribal Council review and decision, and track their status.
Manage departmental records of Puyallup Tribal Indian Child Welfare Act Committee recommendations.
Maintain and update departmental personnel files.
Assist with monthly budgets and budget modifications.
Ensure bills to service providers, vendors, and others are paid on time.
Process timesheets and track departmental employee time.
Compile digital caseload updates and monthly reports for PTCS staff.
Provide backup support for Administrative Assistant duties, including front-desk coverage as needed.
When needed, process background checks for placements, organize office supplies and inventory, sign for deliveries, and deliver supplies to staff.
Support staff onboarding and exiting.
Assist the Director with agency grant and license compliance, including collecting and analyzing quarterly report data to support agency reporting and program-effectiveness evaluation.
Plan, coordinate, and host community events throughout the year.
Follow up promptly on tasks and notify the supervisor when they are completed.
Maintain strict confidentiality and appropriate professional boundaries regarding clients.
Participate in departmental staff meetings, trainings, and community outreach.
Perform other duties as assigned.