Administrative Assistant

Job Title:
Administrative Assistant

Department:
Child Development Center

Reports To:
Janita Raham, Director

FLSA Status:
Non-Exempt

TS Range:
8/9 ($27.63)

Opening Date:
October 20, 2023

Closing Date:
November 3, 2023

SUMMARY:
The individual in this position performs a variety of office support and administrative duties. This position supports the Department as well as the Director. This individual may at times act on behalf of the Director regarding significant administrative matters, or delegated departmental elements which would normally fall into the Directors area of program responsibility. This individual independently performs Office Assistant duties to include a variety of complex administrative clerical assignments such as establishing and revising electronic or manual record keeping systems including database files, monitoring and evaluating financial records and/or documents, resolving clerical problems, responding to inquiries regarding policies, procedures and services. Responsible for managing the day-to-day of the office services. The office support administrative assistant provides regular office and departmental administrative support. Independent performance of complex administrative assignments requires substantial knowledge regarding rules and regulations and the ability to draft recommended policies and procedures for the Department Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
(Other duties may be assigned)

• Coordinate elements of the Department as delegated by the Director.
• Draft policies and procedures as requested by the Department Director.
• Implement and monitor electronic or manual record keeping systems.
• Monitor and evaluate departmental financial records for the Department Director.
• Coordinate department events, organize presenters and/or training for necessary grant requirements.
• Support operational needs of the Child Development Center.
• Use specific community systems knowledge to support grant facilitation, community events.
• Develop inventory system tracking, order supplies, facilitate needs in Micriox.
• Assist in developing team cohesion through training and staff in service coordination.

SUPERVISORY RESPONSIBILITIES:
This position may be responsible for supervision of front desk staff or temporary employees within the department.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
Master’s Degree in relevant field and office experience; OR Bachelor’s Degree in relevant field and 2 years office experience; OR Associate of Arts Degree in relevant field and 4 years childcare or office. OR High school diploma/GED and 6 years of office experience.

All levels must have:

• Event coordinating background and knowledge of grant coordination.
• Direct progressive experience with Tribal budgets and micriox.
• Direct organizational knowledge to support inter-departmental collaboration.

LANGUAGE SKILLS:
Ability to read, analyze, and interpret common scientific technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.

MATHEMATICAL SKILLS:
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS:
Must have a valid Washington State Driver’s License and be insurable under the Tribe’s policy.

• Must have a current MERIT background check and STARS number
• Must have state required 30 hour Childcare Basics or complete with in first 30 days of hiring
• Ongoing STARS training required

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE:
The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE:
Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

TO APPLY:
Submit application packets including a resume and cover letter to Contact Human Resources for more information: 360-432-3865.