Sr. Administrative Assistant
Department: Community and Youth Services Division
Reports To: Community and Youth Services Division Manager
Hours: 40 Hrs/Wk – Full Time
- Minimum $22.44 per hour + Benefits
- Maximum Depends on Salary Matrix
This position provides high level administrative support to the Community and Youth Services Division Manager and other Division Departments as designated by the Division Manager, including but not limited to: Wraparound Services, Adult Protective Services and Vulnerable Adults and Indian Child Welfare. The position is responsible for knowing the responsibilities of the various units operating within the Division in order to accurately direct clients to needed services.
Essential Duties and Responsibilities
Promptly greets high volume of visitors and walk-ins. Directs them to the appropriate unit/person within the division or a program outside of the department.
Answers and routes a high volume of incoming calls and messages using proper etiquette. Follows up as necessary.
Provides timely information and direction to tribal membership and clients regarding requested and available services.
Responsible for making and distributing photocopies and facsimiles.
Receives and distributes incoming mail. Properly and accurately logs all incoming/outgoing mail. Logs and tracks forms submitted to other departments for signature. Collects and logs incoming correspondence.
Acts as back-up to assist with Agenda Request Forms, including overseeing the routing for all required signatures. Makes copies and submits to Tribal Council. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
Tracks incoming Council Determination Records (CDR’s) for the Division, maintains a database of CDRs that need to be followed up, and distributes CDRs to required departments.
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 on a daily basis.
Takes a lead on scheduling meetings. Prepares agendas, minutes, and packages for dissemination to the attendees. Prepares agendas and takes minutes for meetings.
Composes highly confidential correspondence and other forms of communication as requested. Edits and reviews materials prepared by others when directed by the Division Manager.
Assists other division programs in creating and maintaining case files when necessary.
Facilitates distribution of financial resources for clients and staff.
Responsible for the ordering and organization of office supplies and inventory. Processes orders/payments in Microix, as needed.
As directed by the CYS Division Coordinator and/or Division Manager, creates forms for better client service delivery.
Coordinates meetings and conferences; routes correspondence/ check requests/ contracts for appropriate signature or administrative review.
Assists administrative team with planning and coordination of community events throughout the year.
Provides quarterly report data collection and analysis of data to assist Departments in preparing agency reports and evaluation of program effectiveness for grant compliance.
Responsible for tracking department GSA vehicles.
Performs other duties as assigned.
This position has no supervisory responsibilities.
Qualifications and Requirements
Education and/or Experience
Must have an Associate’s Degree in a related field and two years of experience in administrative support to a senior level executive; or equivalent combination of education and experience.
Knowledge of and work experience in Accounting functions is preferred. Intermediate to advanced skills in Microsoft Word and Excel required.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization. The majority of contacts are within the Tribal community although some may be external to the Tribe.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Demonstrates good judgment and acts responsibly to avoid endangering anyone working in, or working with, the department.
Licenses Or Certificates
Must pass a criminal background check before hire and periodically throughout employment.
Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. 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 cooperatively to establish and maintain professional relationships with other Tribal departments that are responsible for sharing highly confidential information.
Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
Report to work on time and 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 frequently 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 10 pounds.
Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
Requires the ability to drive a GSA passenger motor vehicle.
Position is stressful at times due to the sensitive or confidential issues addressed, as well as the number of assignments and deadlines that are required.
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 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