Administrative Assistant I or II - TFYS - Juneau

Description Administrative Assistant I/II

Department: TFYS

Location: Juneau

Covered Position: Varies by Department

Exemption Status: Non-Exempt

Pay Grade(s): 7/8 ($25.26/hour + DOE)

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. The Administrative Assistant has knowledge of the organization’s programs and policies, and understands the processes involved in various procedures.

Incumbent works as a part of the department level management team and in direct association with the Program Manager. 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.

An individual in this role must be able to perform the following functions with or without reasonable accommodation:

• Greet and welcome visitors in a friendly and professional manner.
• 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 client files
• Report problems with copy equipment, telephone, postage machine or any equipment maintained by designated office location to appropriate vendor or other service contractor.
• Provide complex word processing support with minimal direction
• Review complex applications or documents
• Make travel arrangements as necessary
• 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
• 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
• Maintain positive communication with all employees, sites, and vendors as necessary
• Other related duties as assigned

A comprehensive set of capabilities required to perform job tasks effectively:

• 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
• Working 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 work independently and prioritize workload
• Ability to organize, plan and maintain confidential records
• 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
• Familiarity with Tlingit, Haida, and Tsimshian cultures

• 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

• One year or more experience in the hiring…