COOK INLET TRIBAL COUNCIL, INC. 

Job Title:           Administrative Assistant I/II/III/IV

Department:      Financial Assistance

Reports To:       Administrative Supervisor

Supervises:       None

FLSA Status:     Non-Exempt

Pay Grade:         N2 (I), N3 (II), N4 (III), N5 (IV)

Job Type:           Regular, Full-Time

AKBCU:              No                   ICPA:           Yes

General Functions:

The Administrative Assistant serves as a courteous first point-of-contact for participants, internal customers, and external community partners while promoting information and access to the Financial Assistance Department. This position is designed for incumbents to grow in breadth and depth of knowledge and performance across four progressive levels. Working in partnership with our people, the Administrative Assistant develops opportunities that fulfill our endless potential by ensuring efficient administrative operations and exceptional customer service. The role requires strong organizational abilities, professional communication skills, and commitment to treating all participants with dignity and respect.

 

Duties and Responsibilities:

Administrative Assistant I

• Provide professional customer service to all CITC staff, participants, vendors, and key stakeholders.
• Answer phone calls, respond to email inquiries, return voicemails, process mail, greet guests, and route questions to appropriate staff.
• Assist participants at the second-floor front desk and communicate their arrival to requested staff.
• Ensure workspace is clean, well-supplied, and office equipment remains operational.
• Create, file, organize, and maintain files and folders while scanning all documents to participant files daily.
• Make photocopies, transmit documents, and perform other clerical functions as needed.
• Maintain current essential communication information in the workspace.
• Assist with preparing conference rooms for use and ensuring excellent customer service.
• Apply trauma-informed practices when working with participants.
• Perform all related duties as needed and assigned.

Administrative Assistant II

• Perform all duties and responsibilities of Administrative Assistant I with a higher level of proficiency.
• Assist department staff with day-to-day operations, clerical duties, and special projects.
• Track and manage department supplies inventory.
• Assist staff and security in de-escalating participant crises.
• Contribute to department safety and security by executing emergency procedures.

Administrative Assistant III

• Perform all duties and responsibilities of Administrative Assistant I and II with an advanced level of proficiency.
• Promote programs to internal and external stakeholders by acting as an ambassador of FA services and building relationships.
• Create program updates for posting on CITC website, intranet, and program Facebook page.
• Administer program intake and enrollment including receiving referrals, scheduling appointments, and completing enrollment documentation.
• Coordinate with Manager to send calendar invites with meeting locations, virtual links, handouts, and supporting resources.
• Provide warm handoffs of families to program staff.
• Respond to inquiries from internal and external partners about the referral process.

Administrative Assistant IV

• Perform all duties and responsibilities of Administrative Assistant I, II, and III with an advanced level of proficiency.
• Develop and implement ongoing trainings for new and current Administrative Assistants utilizing program procedures and plans.
• Serve as gift card till owner for supportive services including storing, securing, distributing, and reconciling gift card inventory daily.
• Assist Administrative Supervisor as a resource for staff with considerable knowledge of department programs, technology, and processes.
• Perform quality assurance activities, identify errors, provide feedback and training recommendations to improve accuracy.
• Function as acting Administrative Supervisor in their absence.
• Review databases and reports to assess current functioning levels and assign staff to support tasks experiencing backups.
• Identify and communicate training needs to management and recommend potential training opportunities.

Job Specifications:

• Excellent verbal and written communication skills with knowledge of proper grammar, vocabulary, spelling, and proofreading.
• Excellent customer service skills and telephone etiquette.
• Excellent computer skills including Word and Excel in a Microsoft Windows environment.
• Proficient use of standard office equipment.
• Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Ability to make sound decisions, exercise good judgment, and prioritize workload.
• Ability to work independently with minimal supervision while maintaining attention to detail.
• Ability to work closely with personnel from other departments and adapt to changing priorities.
• Maintain a high degree of sensitivity regarding confidential information.
• General knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
• Knowledge of Apricot Software is preferred.

Minimum Core Competencies:

CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

 

Minimum Qualifications:

• Continued employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.

Administrative Assistant I

• High school diploma or GED.
• One (1) year of experience in administrative, clerical, general office or business, or a related field.

Administrative Assistant II

• High school diploma or GED.
• Two (2) years of experience in administrative, clerical, general office or business, or a related field.

Administrative Assistant III

• Associate degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for education requirement on a year-for-year basis.
• One (1) year of experience in administrative, clerical, general office or business, or a related field.

Administrative Assistant IV

• Associate degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for education requirement on a year-for-year basis.
• Two (2) years of experience in administrative, clerical, general office or business, or a related field.

Preferred Qualifications:

• Experience with Apricot database software.
• Experience working in social services or nonprofit organizations.
• Experience working with Alaska Native and American Indian populations.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

 

Disclaimer
The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.