Cook Inlet Tribal Council, Inc.

  • Administrative Assistant - HPOG

    Job ID
    2018-2264
    # Positions
    1
    Department
    Employment & Training Services (ETSD)
    Type
    Full-Time, Regular
  • Overview

    COOK INLET TRIBAL COUNCIL, INC.

    JOB DESCRIPTION

     

    Job Title:

    HPOG Administrative Assistant

    Department:

    Employment & Training Services Department (ETSD)

    Reports To:

    HPOG Program Manager

    Supervises:

    None

    FLSA Status:

    Non-Exempt

    Pay Grade:

    C2

    Job Type:

    Full-time, Regular

     

    General Functions:

    The HPOG Administrative Assistant is responsible for providing basic clerical support to the Health Profession Opportunity Grants (HPOG) program staff through the performance of data entry, referrals, filing, greeting the public, distributing information and other forms, reviewing applications for completeness, registering online application, setting appointments, photocopying, typing labels, making phone calls, and/or setting up or creating files.

     

    Duties and responsibilities:

    • Answer general questions regarding HPOG program trainings, eligibility, and application process
    • Collect pre-screening documents
    • Conduct background checks – State of Alaska & Court View
    • Answer telephone inquiries and/or refer to appropriate staff, return messages
    • Review application for completeness then schedule eligibility appointment with Program Specialist
    • Date stamp application and documents, enter application information into HPOG database Intake Form, then give Program Specialist application
    • Maintain program application and flyers –keeping them updated
    • Collect/update training information and maintain training dates and times – entering them into HPOG database as needed
    • Maintain inactive files keeping them in proper order, shredding any unnecessary documents
    • Assist program manager, specialists, and MOA instructor in any proofreading, data entry, clerical work as requested
    • Collect incoming and outgoing correspondence forwarding to appropriate staff or location
    • Register and monitor TABE testers, assist with setting up typing test for applicants
    • Use general office equipment such as copy machines, printers, and facsimile machines
    • Perform general clerical duties
    • Maintaining confidentially according to regulations and policy
    • Maintain program inventory, put in supply requests to Office Manager and/or shop as needed for supplies or program events such as MOA graduation
    • Keep office area neat and clean
    • Pick up incentives from local stores
    • Access safe when assisting in incentives and transportation assistance
    • Assist MOA students with general questions regarding program or copy machine
    • Keeper of supply cabinet keys, locking up cabinet at the end of each work day
    • Perform all other duties as assigned

    Job Specifications:

    • Must have computer skills, including spreadsheet, word processing and publishing programs
    • Excellent written and verbal communication skills with good vocabulary, spelling, and proofreading skills.
    • Strong research skills
    • Strong customer service and interpersonal skills
    • Strong interest in Alaska Native issues
    • Demonstrated ability to work independently and with limited supervision
    • Demonstrated ability to coordinate multiple activities

    Minimum qualifications:

    • High School Diploma or GED
    • Minimum 6 months experience in administrative support or clerical field
    • Experience with Microsoft applications and basic computer programs
    • Continued employment status will be contingent upon satisfactory completion of a state and federal criminal background check in compliance with the 1990 Indian Child Protection Act

    Preferred qualifications:

    • Prior experience in customer service

    Hiring Preference:

    Preference shall be given to eligible and qualified Alaska Native/American Indian applicants pursuant to P.L. 93-638 Indian Self-Determination Act.

     

    Disclaimer

    The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job.  It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job.  Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time.  This job description is not an employment agreement or contract.

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