Cook Inlet Tribal Council, Inc.

  • Program Assistant I/II/III

    Job ID
    2018-2337
    # Positions
    1
    Department
    Clare Swan Early Learning Center
    Type
    Full-Time, Regular
  • Overview

    CLARE SWAN EARLY LEARNING CENTER

    JOB DESCRIPTION

     

    Job Title:

    Program Assistant (I/II/III)

    Reports To:

    Senior Manager

    Supervises:

    None

    FLSA Status:

    Non-Exempt

    Pay Grade:

    C2 (I /II) / C3 (III)

    Job Type:

    Regular, Full-Time and Part-Time

     

    General Functions:

    This is a developmental position designed to grow in depth and breadth from Program Assistant I to Program Assistant III with progressively more responsibility. The primary responsibilities of this position are: to represent Clare Swan Early Learning Center in a professional and welcoming manner which consistently demonstrates the values of this company, act as a courteous first point of contact for clients, participants, and the general public, as well as provide exceptional administrative support for special projects. Starting level determined based on qualifications and experience upon hire.

               

    Duties and Responsibilities:

    Program Assistant I

    • Provide professional, high level of customer service to all CSELC staff, participants, vendors, and guests, while establishing quality relationships with parents and families.
    • Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and visitor questions to the proper staff.
    • Maintain common space schedules and sign-in sheets, updating as necessary.
    • Ensure workspace is clean, well-supplied, and office equipment is in good working order and supplied at all times.
    • Ensure key communication information in the workspace is kept current.
    • Understand and perform key functions and procedures of position as outlined by Desk Manual.
    • Create, file, organize, and maintain any related folders.
    • Make photocopies, transmit documents, order office supplies, and perform other clerical functions.
    • Act as point of contact to the Incident Commander for all guests in the building to ensure accuracy during emergency procedures.
    • Maintain client confidentiality according to regulations, policies, and procedures
    • Perform all related duties as assigned.

    Program Assistant II

    • Consistently perform all duties/responsibilities of Program Assistant I with a high level of proficiency as evidenced in a performance evaluation.
    • Assist department staff with day-to-day operations, clerical duties, and special projects.
    • Create check requests, purchase requisitions, and credit card reconciliations.
    • Prepare letters, documents, expense reports, invoices and other correspondence as requested.
    • Schedule department-related meetings/events and maintain calendars.
    • Maintain and organize conference rooms for department meetings.
    • Assist with coordination of travel arrangements.
    • Maintain program supply inventory and complete orders through vendors to maintain identified minimums for all denoted supplies.
    • Perform all administrative duties as assigned by each specific department.

    Program Assistant III

    • Consistently perform all duties/responsibilities of Program Assistant I/II with a high level of proficiency as evidenced in a performance evaluation.
    • Assist ERSEA Coordinator in the execution of component related tasks.
    • Help develop recruitment and Public Relations materials.
    • Demonstrated thorough understanding of Head Start Performance Standards and how they are related to position and program related tasks. Assist with systems development.
    • Assist with completing student and staff file audits.
    • Support in the preparation for Policy Council meetings.
    • Serve as support to the Management Team for higher level, special projects or events.

    Job Specifications:

    • Excellent verbal and written communication skills; knowledge of proper grammar, good vocabulary, spelling and proofreading skills.
    • Excellent public contact skills and telephone etiquette.
    • Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
    • Proficient use of PCs and standard office equipment.
    • Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
    • Ability to make sound decisions and exercise good judgement.
    • Ability to work closely with personnel from other departments within Cook Inlet Tribal Council.
    • Ability to work independently and with minimal supervision while maintaining attention to detail.
    • Ability to prioritize workload and adapt to changing priorities.
    • Maintain high degree of sensitivity regarding confidential information.
    • Ability to work well with Alaska Natives and American Indians and an understanding of social and cultural needs of the Native community
    • Composure and use diplomacy and tact when dealing with program participants
    • Proficient ability to comprehend, interpret, and apply program policies, procedures, guidelines and instructions through formal and on-the-job training
    • Capability to effectively communicate program information and requirements to a wide variety of individuals, agency representatives, etc., and to establish and maintain cooperative working relationships 

    Minimum Qualifications:

    • (I) High school diploma or GED, and at least two years of general business or related experience.
    • Must provide copy of current TB test and physical.
    • Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
    • Three (3) years’ experience in a position with the following required duties: 
    • explain complex policies, procedures, services or program requirements to the public and to participants;
    • elicit or exchange information as related to requirements or procedures;
    • provide formal or informal instruction and training; conduct interviews;
    • provide program related advice to participants when appropriate
    • Two (2) years’ experience applying statutes, regulations, program requirements or similar criteria or guidelines to review of individual cases
    • College work in any field from an accredited institution may substitute for required experience on a year-for-year basis
    • (II) Pursuing a college degree in Business Administration, Organizational Development, Human Resources, or related field, with at least three years of general business or related experience.
    • (III) Associate’s degree in Business Administration, Organizational Development, Human Resources, or related field, with at least four years of general business or related experience.
    • Continued employment is contingent upon satisfactory completion of state and federal background check.
    • Valid Alaska Driver’s License and be insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age.

    Additional Information:

    Hiring 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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