Cook Inlet Tribal Council, Inc.

  • Administrative Assistant

    Job ID
    2018-2348
    # Positions
    1
    Department
    Alaska Native Justice Center
    Type
    Full-Time, Regular
  • Overview

    ALASKA NATIVE JUSTICE CENTER (ANJC)

    JOB DESCRIPTION

     

    Job Title:

    Administrative Assistant I, II, III

    Department:

    Alaska Native Justice Center

    Reports To:

    Office Manager

    Supervises:

    None

    FLSA Status:

    Non-Exempt

    Pay Grade:

    C2

    Job Type:

    Full-Time, Regular

     

    General Functions:

    The Administrative Support provides administrative and related support services for the Alaska Native Justice Center (ANJC). This position is responsible for maintaining records/files, coordinating internal/external meetings and communications (telephonic and electronic), coordinating travel, and providing quality office support.

     

    Duties and Responsibilities:

    • Serves as the primary point of contact for the public, visitors and business contacts.
    • Screens incoming calls, take messages, refer calls and respond to routine callers.
    • Maintains daily calendars and contact directories.
    • Prioritizes information received by telephone and mail.
    • Types and revise letters, various reports and other materials.
    • Conducts inventory control and purchases as needed
    • Ensure the procurement of supplies and materials for the department
    • Prepares check requests, purchase requisitions, and follow-up communication related to expenses to include reporting to needs to the Administrative Office Coordinator
    • Coordinates travel for staff as needed and completes travel follow-up timely.
    • Maintains office machines and works with vendors for supplies. Serve as key operator for the copier, printer, and mailing postage machine.
    • Receive and distribute all incoming facsimile transmissions.
    • Maintain electronic filing system.
    • Assists with maintaining databases
    • Coordinates staff meetings and assists as needed for the Board of Directors meetings (schedules meeting space, agenda, minutes, presentation materials, etc.).
    • Maintains ANJC/TCF conference room
    • Maintain confidentiality at all times according to regulations, policies and procedures, while displaying a professional disposition.
    • Perform related duties as assigned.

     

    Job Specifications:

    • Strong working knowledge of Word, Excel, PowerPoint and other business software.
    • Excellent telephone etiquette and professional presence.
    • Demonstrated ability to work effectively with executives, managers, co-workers and external contacts.
    • Demonstrated ability to work effectively and efficiently in a multi-task environment.
    • Strong organizational and information management skills.
    • Demonstrated ability to work independently and with minimal supervision.
    • Demonstrated ability to work under pressure and prioritize workload.
    • Demonstrated ability to be flexible and understanding of changing priorities.
    • High level of proficiency with computers and standard office equipment.
    • Demonstrated ability to type 40 words-per-minute accurately.
    • Demonstrated knowledge of proper grammar, spelling, vocabulary, editing and proofreading.
    • Knowledge of business formats and procedures.

     

    Minimum qualifications:

    • High school diploma or GED
    • Knowledge of Alaska Native and American Indian culture and community resources.
    • Continued employment is contingent upon receipt of a satisfactory report from a state and federal background check.

     

    Preferred qualifications:

    • Associate’s degree in Business or related field.
    • Minimum of two years’ experience in an administrative support capacity.

     

    Additional Qualifications for Administrative Assistant II: Meets all requirements of Administrative Assistant I in addition to the following:

    1. One (1) year prior experience performing administrative support duties or demonstrated proficiency as an Administrative Assistant I.
    2. If required, obtain certification as a Notary Public within six months.

    Additional Qualifications for Administrative Assistant III: Meets all requirements of Administrative Assistant II in addition to the following:

    1. Two (2) years prior experience performing administrative support duties or demonstrated proficiency as an Administrative Assistant II.
    2. If required, obtain certification as a Notary Public within six months.

    Additional information:

    Hiring preference shall be given to eligible and qualified Alaska Native/American Indian applicants pursuant to PL 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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