Administrative Assistant I/II - Information Technology - Juneau

INFORMATION

Job Class: Assistant

Department: Varies

Type of Position: Non-Exempt

Salary Grade(s): 7/8

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

ADMINISTRATIVE ASSISTANT I

Under minimal direction, the Administrative Assistant will perform specialized complex work on a wide variety of clerical services which require independence, judgment, and initiative. Determines office needs in prioritizing and organizing work and the appropriate action to be taken. Has knowledge of the organization’s programs and policies, and understands the processes involved in various procedures.   

ADMINISTRATIVE ASSISTANT II

Incumbent works as a part of the department level management team and in direct association with the Program Manager. The Administrative Assistant II is responsible for a wide variety of functions requiring advanced knowledge and skill in administrative processes, Tlingit & Haida Policies and Procedures, supervision, Federal and State Laws, and program performance standard guidelines. Responsibilities normally involve areas such as supervision of clerical personnel and/or volunteers, budget development and maintenance, contract and grant administration, procurement of goods and services, information systems analysis/management, and safety and security activities.

REPORTING RELATIONSHIPS

Reports To: Varies

Supervises: May supervise Administrative Clerks and/or volunteers

Liaison To: N/A

ESSENTIAL FUNCTIONS

• Provide full range of reception duties such as answering phones, greeting the public, and transfer/refer to Tlingit & Haida programs
• Provide full range of clerical duties, such as processing incoming and outgoing mail, photocopying, faxing, scanning, filing, assembling and distributing materials
• Serve as a resource person for the department and public by providing information requiring considerable interpretation, explanation of policies, and usually a general knowledge of all the department services. This may require considerable tact and discretion
• Update files, maintain a variety of paper and computer records, vacation schedules, attendance and timesheets, numerical logs, ledgers, and client files
• Provide complex word processing support with minimal direction
• Review complex applications or documents
• Perform complex data entry tasks for which there is a variety of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors
• Gather and compile statistical information and prepare regular and recurring reports to departmental grant sources. This may involve researching files, contacting clients or vendors, or other outside sources
• Make travel arrangements as necessary
• Coordinate work by scheduling assignments and oversee the work of other clerical employees
• Perform difficult word processing assignments such as the preparation of publications, charts, and graphs
• Serve as the resource person for the department on common office software; train and advise both clerical and management staff on software problem resolution and capabilities
• Develop database, spreadsheet, or word processing records and reports
• Answer questions of other employees and the general public, refer difficult inquiries to appropriate personnel
• Process purchase orders, and charge expenditures to departmental accounts, assigning appropriate account coding base on the nature and purpose of the expenditure
• Monitor and maintain office supplies and materials
• Assist in scheduling and planning for meetings in other communities, provides information, creates and displays room signs as requested
• Prepare timesheets, check requests, and other necessary paperwork
• If necessary, monitor, coordinate and direct the work and job performance of temporary clerical staff
• Maintain communication with all employees, sites, and vendors as necessary
• Other related duties as assigned

DECISION MAKING AUTHORITY

Spending Authority: N/A

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• Considerable knowledge of correct business practices, correspondence, and typing formats, including English grammar, composition, spelling and punctuation
• Ability to read and comprehend regulations, procedures, and policies; apply them to specific situations; and explain them to the public and others
• Ability to speak, write, listen, and communicate effectively, meet and deal effectively with the general public, establish and maintain cooperative working relationships
• Extensive knowledge of computer software applications including MS word Excel, Outlook, Power Point, and Access or other database programs
• Knowledge of program rules and requirements
• Ability to perform basic arithmetic, such as fractions, decimals, and percentages
• Basic knowledge of accounting systems
• Ability to work independently and prioritize workload
• Ability to organize, plan and maintain confidential records
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections
• Project management and conflict resolution skills
• Ability to organize and plan record keeping and filing systems
• Ability to search, select, compile, and summarize data and information
• Ability to compare data for completeness, identify any discrepancies or inaccuracies and make the necessary corrections
• Ability to plan, organize, direct, coach, and evaluate work, operations and activities for Administrative Clerks I, II and volunteers including training, performance productivity and office logistics
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

ADMINISTRATIVE ASSISTANT I

• High School Diploma or GED
• 3 years of clerical experience
• Valid Driver’s License required for some departments

ADMINISTRATIVE ASSISTANT II

• High School Diploma or GED
• 5 years of clerical experience
• Valid Driver’s License required for some departments

PREFERRED QUALIFICATIONS (education, experience, skills)

• One year or more experience in the hiring department/program’s specialty area

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.