Administrative Assistant II-Family Services

POSITION TITLE

ADMINISTRATIVE ASSISTANT (I – IV)

FAMILY SERVICES

Serves as a point of contact for administrative services and is responsible for developing, organizing, and maintaining efficient digital file management systems that support daily operations. This includes ensuring accurate electronic recordkeeping, timely filing and retrieval of documents, consistent document organization, and secure management of digital records in accordance with organizational standards and records retention requirements.

• High School diploma or equivalent required.
• Two or more years of experience in administrative support, office coordination, or records management preferred.
• Demonstrated ability to organize, maintain, and retrieve electronic files with accuracy and consistency.
• Strong communication and customer service skills, with ability to work effectively with individuals from varying backgrounds, including villages, government agencies, and the public.
• Ability to manage digital records, apply filing standards, maintain confidentiality, and perform detailed tasks with minimal errors and limited supervision.
• Previous experience with document preparation, electronic recordkeeping, and administrative coordination is preferred. Familiarity with the Bristol Bay area, people, and cultures is desirable.
• Must be able to lift up to 50 lbs. when needed.

Proficient in office technology, including Microsoft Office, email, internet, databases, scanning equipment, and general office systems.

• Achieves Program functions by: "BBNA Administrative Assistants are based on abilities and scaled between ADMIN I and ADMIN IV. See Essential Job Results below."
• Monitors and improves program and service quality by: "Using information gained and feedback regarding administrative support to suggest ways to maintain a high standard of Administrative Support service."
• Protect program integrity and client privacy by: "Agreeing to BBNA’s policy on confidentiality, keeping confidential information gained through employment secure, during and after employment."
• Contributes to overall team effort by: "Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping others accomplish related job results as and where needed."

• Being available & flexible to handle opening and closing the Family Services Office
• Greeting clients and visitors
• Scheduling appointments
• Preparing and filing routing program documents
• Assisting with mail, forms, and general clerical support
• Notifying administrative staff for routing equipment maintenance i.e. clearing paper jams, toner replacement, etc. Respond and notify admin of repair needs.
• Monitoring and recording postage meter register readings.
• Keeping the front area neat, clean, and organized.
• Keeping the bulletin board updated (and neat) for public information.
• Assist with meeting set up
• Attending Monthly Administrative Meetings
• Participation in Admin Support Team Meetings
• Producing a comprehensive monthly report.

• Everything in ADMIN I plus the following:
• Keeping an inventory of supplies and equipment
• Assisting with the organization of staff events.
• Helping to ensure meetings are well organized with adequate notice and optimal participation by setting up teleconferences as needed, reserving space, and communication with participants.
• Helping improve consistency in electronic file organization across the department.
• Organizing and maintaining electronic client and program files; scanning, uploading, indexing, and retrieving documents.
• Supporting staff with electronic forms, document routing, and record retention.
• Tracking deadlines for required documents and follow-up items.
• Coordinating higher-level reporting, audits, or compliance documentation.
• Serving as lead support for confidential program records and digital systems.
• Recommending process improvements for records management and service coordination.

• Everything in ADMIN I & II plus the following:
• Monitoring and recording postage meter register readings, locking the meter at the end of the business day.
• Organize staff events.
• Assist in…