Cook Inlet Tribal Council, Inc.

  • 477 Youth Services Assistant

    Job ID
    2018-2378
    # Positions
    1
    Department
    Employment & Training Services (ETSD)
    Type
    Full-Time, Regular
  • Overview

    COOK INLET TRIBAL COUNCIL, INC.

    JOB DESCRIPTION

     

    Job Title:

    477 Youth Services Assistant

    Department:

    Employment & Training Services Department (ETSD)

    Reports To:

    477 Youth Services Supervisor

    Supervises:

    None

    FLSA Status:

    Non-Exempt

    Pay Grade:

    C3

    Job Type:

    Regular, Full-time

     

    General Functions:

    The 477 Youth Services Assistant serves Alaskan Native and American Indian youth living in the greater Anchorage service area who are participating in the Tribal Temporary Assistance to Needy Families (TANF) Program, Bureau of Indian Affairs General Assistance (GA) Program, and subsidized youth employment programs provided by the Employment & Training Services Department (ETSD). The 477 Youth Services Assistant is responsible for providing basic clerical support to the Youth Services staff through the performance of data entry, filing, setting appointments, photocopying, typing labels, making phone calls, and setting up or creating files. The 477 Youth Services Assistant is responsible for registering youth in the 477 database, completing the eligibility process for youth, photographing youth activities, and providing accompaniment to worksite/home/school visits.

     

    Duties and responsibilities:

    • Provide participants with excellent customer service, by greeting all participants and treating them with respect and dignity.
    • Assist staff with collection and distribution of files from centralized file rooms.
    • Maintain file rooms in a neat and orderly fashion, making sure files are put away on a daily basis.
    • Assist in preparing and mailing information to participants.
    • Provide backup assistance to receptionists.
    • Provide backup assistance to the clerical staff with issuing Supportive Services.
    • Operate the telephone to answer questions, receive and/or transfer incoming calls and take messages for unavailable staff.
    • Provide information for prospective or existing participants interested in obtaining or maintaining services from the Employment & Training Services Department. Refer participants to appropriate agencies/programs when necessary.
    • Schedule participant appointments by phone or in person utilizing computerized calendars, and reschedule appointments as necessary.
    • Perform general clerical duties such as typing, writing, inputting information into the database, proofreading forms, and faxing documents.
    • Distribute all incoming and outgoing mail, faxes and other office correspondence to appropriate personnel in a timely manner.
    • Maintain reception and lobby area in a neat and orderly fashion.
    • Assist participants with necessary paperwork and documents.
    • Provide daily maintenance for all essential office equipment, including but not limited to, turning the machines on/off during opening/closing, ensuring all copiers and printers remain stocked with paper, and ordering supplies for all equipment as needed.
    • Ensure all forms and applications for participants are current and readily available.
    • Enter data into all appropriate databases in order to track the services provided to program participants, including, but not limited to:  intakes, case management, Supportive Services, etc.
    • Determine Eligibility for youth programs and notify applicant of acceptance or denial both verbally and in written correspondence.
    • Attend job fairs and community outreach events to promote Youth Services.
    • Assist with youth group activities and/or workshops.
    • Assist with youth interns as needed.
    • Work as part of a team: the team includes co-workers, partner agencies and the participant.
    • Attend and actively participate in Department meeting and trainings.
    • Bring policy issues to 477 Youth Services Supervisor or Management Team as they arise.
    • Maintain confidentiality according to regulations, policies, and procedures.
    • Perform all related duties as assigned.

    Job Specifications:

    • Accurate filing skills.
    • Must have computer skills, including spreadsheet, word processing and publishing programs.
    • Excellent written and verbal communication skills with good vocabulary, spelling, and proofreading skills.
    • Demonstrated knowledge of office machines to include: copiers, facsimiles, postage meters and scales, computers, printers
    • Strong research skills.
    • Strong customer service and interpersonal skills.
    • Demonstrated ability to work well with Alaska Native and American Indians and an understanding of social and cultural needs of the Native community.
    • Demonstrated ability to work in a team atmosphere.
    • Demonstrated ability to work independently and with limited supervision.
    • Demonstrated ability to coordinate multiple activities.
    • Must be able to maintain composure in a very stressful and fast paced work environment.
    • Be able to communicate with families in crises with composure and compassion.
    • Demonstrated ability to learn and apply program regulations that govern all employment and training services.

    Minimum Qualifications:

    • High School Diploma or GED.
    • Minimum one year 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.
    • Must possess a valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age.

    Preferred Qualifications:

    • Prior experience in customer service.
    • Prior experience in conducting eligibility.

    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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