Executive Assistant

Summary or Purpose

Manages and coordinates the administrative functions for an assigned department or division, in accordance with Borough and department policies and procedures.

• Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance with Department policies and procedures; ensures accuracy of the filing systems.
• Supervises and coordinates staff and staff development; evaluates staff; monitors operations to identify and resolve problems related to staffing and scheduling; reviews and processes payroll, payments, and personnel action documents. (Not applicable to Children and Youth Services)
• Oversees day-to-day office activities; monitors document preparation for accuracy and completion; assists with staff training programs; assists with client services as necessary; coordinates and completes special projects as directed.
• Provides administrative and advanced secretarial support as needed.
• Collects information and compiles data for reports as required.
• Enters information into computer tracking systems; schedules, prepares and proofreads documents for distribution; assists in preparing grant applications and coordinating grant programs.
• Assists in monitoring the Department budget, reviews trends, and reports issues to be resolved.
• Manages office supplies inventory, orders supplies, and processes invoices for payment.
• Compiles and updates statistical information, reports, and related documents; attends meetings and takes and transcribes meeting minutes.
• Coordinates and schedules travel arrangements, meetings, and appointments as requested.
• Serves as a liaison between agencies, programs, and departments; assists clients and residents as needed.
• Maintains absolute confidentiality of work‑related issues, personnel records, and Borough information.
• Performs other duties as assigned.
• May be required to work a non‑traditional work schedule including evenings, holidays, weekends, and may be subject to 24‑hour on‑call status.
• Respects clients by recognizing their rights and maintaining confidentiality, including HIPAA requirements.
• Protects self, co‑workers, and consumers by following policies and procedures to prevent the spread of blood‑borne and/or airborne diseases.

• Assists in the production of a bi‑monthly newsletter.
• Assists with the implementation of grants and state programs or contracts when necessary.

• Knowledge of North Slope Borough policies and procedures.
• Knowledge of the principles of records management, fund accounting, and budgeting.
• Skill in reviewing and correcting mathematical calculations and technical documents.
• Skill in supervising, coordinating staff, and delegating tasks. (Not applicable to Children and Youth Services)
• Skill in drafting and completing accurate reports, technical documents, and correspondence.
• Skill in using personal computers and a variety of software applications.
• Ability to speak and read the Inupiaq language fluently (Planning/IHLC Only).

• High school graduate or GED, or a combination of 12 years of education and work‑related experience.
• Four years of office management, advanced secretarial, and supervisory work experience. (Not applicable to Children and Youth Services)
• Three years of work experience with a PC utilizing common software applications.
• Applicant must pass a criminal history background check conducted by the State of Alaska Background Check Unit and provide documentation that the individual is free from active pulmonary tuberculosis.

The North Slope Borough offers the following benefit packages to all permanent full‑time and permanent part‑time employees who work at least 15 hours a week. Health care is provided at no cost to the employee (no premiums). The Health Care package covers major medical, preventive care, vision, dental, and prescription drug benefits.

The North Slope Borough is an alcohol and drug‑free workplace. This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation.

This is not intended to be a contract.