Children's Services Sr. Administrative Assistant
Closes: June 19, 2019 @ 11:59 p.m. PST
Department: Children’s Services
Reports To: Children’s Services Director
Hours: 40 Hrs/Wk – Full Time
- Minimum $22.44/Hour + Benefits
- Maximum depends on salary matrix
This is a senior level position within a large department that acts as the primary point of contact for visitors, clients, staff and other Tribal departments. The position is responsible for ensuring that the operations within the Children’s Services Department run smoothly. The position assists the department by providing day-to-day administrative, clerical and support functions to the Director and Assistant Director by performing a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties.
Essential Duties and Responsibilities
Manages and provides oversight of the office functions and scheduling of the Director and staff. With approval of the Director, develops processes or procedures necessary to maintain the efficient and effective operation of the department.
Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community.
Provides accurate information and direction to membership and clients regarding requested and available services.
Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date daily.
Arranges and maintains Director’s calendar. Coordinates scheduling of meetings for Children’s Services Team and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings. Takes and publishes meeting notes, including action items. Tracks action items for the Director and reports status as requested.
Drafts properly worded written correspondence, memos, reports and forms for Director’s signature and distributes/mails as needed. Proofreads documents written by the Director when requested.
Creates forms for better client service delivery.
Serves as the Department’s primary contact for creation and completion of Agenda Request Forms including routing for signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
Manages department record of Advisory Committee recommendations. Creates declarations to be submitted to Tribal Court, records decisions and delivers to appropriate parties.
Provides oversight for the department’s GSA vehicles and reviews usage records monthly.
Assists Director in various capacities such as maintaining departmental personnel files; review of background checks with Director or appropriate personnel; attends meetings with Director when requested or attends Directors meetings when Director is not available. Supports the Director in financial management by assisting with maintaining monthly budgets, including budget modifications, and annual budget formation.
Processes payments for bills to service providers, vendors, etc.
Processes timesheets and tracks time for departmental employees.
Maintains caseload information and updates for all PTCS staff including changes in placement and case status
Prepares foster care invoices and manages foster care budget. Manages monthly agency billing and information using Excel spreadsheets.
As back-up to the Administrative Assistant, answers and routes incoming calls and messages.
When needed, provides back-up to the Administrative Assistant in such duties as processing background checks for employees and placements and foster parents; acts as backup for the ordering and organization of office supplies and inventory. Processes purchase orders, signs for deliveries and delivers supplies to staff as needed.
Responsible for Per Capita emergency assistance application and distribution and tax document organization and distribution.
Performs orientations for new staff and exits for departing staff.
Assists Director in maintaining compliance of agency’s grants and licenses, including providing quarterly report data collection and analysis of data to assist Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
Responsible for planning and coordination of community events throughout the year.
Primary contact for building repairs, maintenance and construction. Assists with bids and coordination of building modifications.
Performs other duties as assigned.
This position may provide oversight of the duties and responsibilities of one support person.
Qualifications and Requirements
Education and/or Experience
Bachelor’s Degree and two years of experience preferred. Associates Degree and four years of progressively responsible clerical and administrative support to a department Director or higher is required; or a satisfactory equivalent combination of education and experience. Intermediate to advanced skills in Microsoft Word and Excel required. Position is required to demonstrate good judgment when applying knowledge and experience to work assignments.
Must have strong interpersonal skills for defusing and de-escalating angry clients. Ability to read and interpret documents such as court orders, background checks, grant reports, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write many different kinds of reports and correspondence, using proper punctuation and language. Ability to speak effectively before groups of people or employees of organization.
Ability to understand financial documents including budgets and billing statements. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Demonstrates good judgment and acts responsibly to avoid endangerment to anyone working in, or working with, the department.
Licenses or Certificates
- Must pass Washington State Department of Social and Health Services criminal history and CPS background inquiry every two years unless otherwise indicated.
- Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. The Driver’s License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.
- Must be willing to attend training for professional development.
- Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
- Works cooperatively to establish and maintain professional relationships with other tribal departments responsible for sharing highly confidential information.
- Maintains consistent daily attendance at work.
Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee occasionally is required to stand and walk.
The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
The noise level is usually moderate.
The physical exertion is low to moderate.
Work is performed in an office setting and occasionally off site.
There are frequent contacts and many interruptions during the day.
Work may be stressful at times due to the necessity to constantly multi-task and also due to the sensitive or confidential issues being addressed and the number of deadlines and assignments required.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- 3009 Portland Ave E, Tacoma, WA 98404, USA