Children's Services/ICW - Admin Assistant
Job in
Tacoma, Pierce County, Washington, 98443, USA
Listing for:
Puyallup Tribe of Indians
Full Time
position
Listed on 2026-07-11
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Admin Assistant, Clerical, Office Assistant
Job Description & How to Apply Below
Administrative Assistant
This position provides administrative support to a large department that acts as the primary point of contact for the community and supports the Sr. Administrative Assistant. The position is responsible for knowing the responsibilities of the various programs operating within the department in order to accurately direct clients to needed services. The position assists the department by providing day-to-day administrative, clerical and support functions to the department by performing a variety of routine moderate to complex duties which require the use of good judgment to successfully complete those duties.
Essential Duties And Responsibilities
Punctually arrives to the front desk at opening hours and prepares the lobby/front desk for visitors.Responsible for maintaining general office spaces, front desk area and lobby.Promptly greets high volume of visitors and walk-ins. Directs them to the appropriate program/person within the department or a program outside of the department.Answers and routes a high volume of incoming calls, messages, and email using proper etiquette. Follows up as necessary.Responsible for the ordering and organization of office supplies and inventory. Signs for deliveries and delivers supplies to PTCS staff as needed.Pick up and distribute 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.Maintains digital and hard copy records and files on site within the database. Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis and prepare files to be archived when assigned.Processes confidential background checks for employees, placements and foster parents. Reviews, logs, uploads and distributes background check results to Supervisors or other appropriate personnel.Ensures payments for bills to remain current with all service providers, vendors, staff reimbursements etc.Assists in the creation of administrative resources for the leadership team.Maintains staff leave calendar for all PTCS Staff.Assists Sr. Administrative Assistant with planning and coordination of community/office events throughout the year. Participate in departmental community outreachPrimary contact for building repairs, furniture, equipment, maintenance and construction. Assists with bids and coordination of building modifications.Promptly follows up assigned tasks with supervisor and initiates appropriate actions if requested.Maintains and ensures extreme level of confidentiality and appropriate professional boundaries regarding client information.Participates in departmental staff meetings and trainings.Responsible for tracking department GSA vehicles.Acts as back-up to Sr. Admin Assistant and will assist with duties such as Agenda Request Forms/ Event Request, taking notes during interdepartmental meetings, assist with schedules and organizing meetings etc.Performs other duties as assigned by supervisor, Sr. Administrative Assistant or other PTCS management.
Supervisory Responsibilities
This position has no supervisory responsibilities.
Qualifications And Requirements
Education and/or Experience
Associate degree preferred. High school diploma or general education degree (GED) and must demonstrate at least-three years of progressively responsible administrative support experience in a large, fast-paced department; or satisfactory 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.
Language Skills
Must have strong interpersonal skills for defusing and de-escalating angry clients. Ability to read and interpret documents such as court orders, background checks, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people or employees of organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure,…
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