COOK INLET TRIBAL COUNCIL, INC. 

Job Title:           Administrative Assistant, Case Management

Department:      Financial Assistance

Reports To:       Senior Manager, Case Management

Supervises:       None

FLSA Status:     Non-Exempt

Pay Grade:         N4

Job Type:           Regular, Full-Time

AKBCU:              No               ICPA: No

General Functions:

The Case Management Administrative Assistant plays a vital role in supporting the case management team by providing administrative support and applying specialized knowledge and skills to enhance service delivery. Serving as a primary point of contact, this position facilitates effective communication among participants, staff, and community partners. By ensuring information and timely access to resources for service delivery while maintaining compliance with all state and federal regulatory requirements, the Administrative Assistant helps promote positive outcomes and supports in helping participants in reaching their full potential.

Duties and Responsibilities:

• Basic understanding to become proficient with regulations, policies, and procedures associated with Temporary Assistance for Needy Families (TANF), BIA General Assistance (GA), P.L. 102-477 Employment Services.
• Coordinate initial appointments with participants and Case Managers.
• Maintain participant e-?les and manage all correspondence in compliance with regulatory standards and organizational policies.
• Provide comprehensive customer service by answering phone calls, responding to email inquiries, greeting guests, and routing questions to appropriate staff while maintaining professional communication.
• Coordinate participant engagement activities, including facilitating access to events, distributing and documenting feedback, and sending calendar invites with meeting information and resources.
• Process administrative tasks, including check requests, purchase requisitions, credit card reconciliations, letters, documents, expense reports, and invoices.
• Update applicable databases ensuring compliance with federal con?dentiality regulations, create/scan client ?les, and provide monthly status sheets.
• Ensure accurate and timely communication pertaining to participant inquiries, appropriate CITC staff, and authorized community partners.
• Assist department staff with day-to-day operations, clerical duties, and special projects. Input data and information into the documents assigned.
• Collect Work Activity Logs and complete Monthly Coding as needed for TANF Households.
• Prepare paperwork for Case Manager appointments, orientations, and home visits.
• Conduct ?le reviews for Case Management programs to ensure compliance and quality assurance standards.
• Coordinate service delivery with CITC departments, employment agencies, businesses, and medical facilities.
• Monitor and manage dedicated program email addresses, ensuring timely and accurate communication with participants, staff, and community partners.
• Assist with the preparation of monthly, quarterly, and annual reports related to program services and participant outcomes.
• Assist staff with home and/or worksite visits to support participant engagement and service delivery.
• Refer participants to appropriate agencies or programs and explain program services to parents, providers, applicants, and vendors.
• Attend and actively participate in department meetings and training sessions.
• Maintain strict con?dentiality according to regulations, policies, and procedures.
• Perform all related duties as needed and assigned.

Job Specifications:

• Demonstrated ability to learn technical aspects of service delivery mechanisms.
• Excellent verbal and written communication skills with strong public contact skills and telephone etiquette.
• Excellent computer skills, including proficiency in Microsoft Word and Excel, office equipment, and multiple database systems.
• Demonstrated ability to navigate the State of Alaska Eligibility Information System (EIS) database.
• Strong organizational and time management skills with the ability to prioritize workload and adapt to changing priorities.
• Ability to maintain composure in a fast-paced work environment and communicate with families in crisis with compassion.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
• Demonstrated accuracy, attention to detail, and ability to maintain con?dentiality.

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

Preferred Qualifications

• Experience with state and federal assistance programs.
• 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 of?ce to access ?ling cabinets, storage cabinets, and of?ce 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.