Administrative Assistant I/II/III (CFSD)

Administrative Assistant I/II/III (CFSD)

Full-Time, Temporary


Anchorage, AK, US

Requisition ID: 1869






Job Title:         Administrative Assistant (I/II/III)

Department:   Child & Family Services

Reports To:     Operations Manager

Supervises:      None

FLSA Status:  Non-Exempt

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

Job Type:        Regular, Full-Time 

AKBCU:          Yes     ICPA: Yes


General Functions:

This is a developmental position designed to grow in depth and breadth from Administrative Assistant I to Administrative Assistant III with progressively more responsibility. The main functions of this position are to serve as a courteous first point of contact for participants, internal and external community partners to promote information and access to CFSD services. Starting level determined based on qualifications and experience upon hire.  

Duties and Responsibilities:

Administrative Assistant I 

  • Provide professional, high level of customer service to all CITC staff, participants, vendors, and key stakeholders.
  • Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and participant questions to the proper staff.
  • Manage CFS suite conference room scheduler and work with facilities and other staff accordingly.
  • Ensure workspace is clean, well-supplied, and office equipment is in good working order and supplied at all times. 
  • Ensure key communication information in the workspace is kept current.
  • Create, file, organize, and maintain any related folders.
  • Make photocopies, transmit documents, order office supplies, and perform other clerical functions.
  • Perform all related administrative duties as assigned.


Administrative Assistant II 

  • Consistently perform all duties/responsibilities of Administrative Assistant I with a high level of proficiency as evidenced in a performance evaluation.
  • Assist department staff with day-to-day operations, clerical duties, and special projects.
  • Create check requests, purchase requisitions, and credit card reconciliations.
  • Prepare letters, documents, expense reports, invoices and other correspondence as requested. 
  • Receive, route, track and distribute participant records in response to subpoenas for records.
  • Schedule department-related meetings/events and maintain calendars.
  • Monitor, distribute and reconcile petty cash and supportive services resources for the department.
  • Create check requests, purchase requisitions, and credit card reconciliations.
  • Track and manage department resources, supplies, supportive services requests and payments.
  • Prepare letters, documents, expense reports, invoices and other correspondence as requested. 
  • Complete and track travel pre-authorizations for staff or partner approved grant-related travel. 
  • Assist other staff and/or security to assist participants to deescalate crisis situations.
  • Contribute to the security of the department by executing emergency procedures.
  • Promote programs to internal and external stakeholders and participants.
  • Respond to inquiries from internal and external partners, including OCS, about the referral process. 


Administrative Assistant III 

  • Consistently perform all duties/responsibilities of Administrative Assistant I/II with a high level of proficiency as evidenced in a performance evaluation. 
  • Act as an ambassador of CFSD services to proactively build relationships. 
    1. Create a monthly calendar of events and share with participants.
    2. Submit class schedule and program updates for posting on the CITC website, intranet, and program Facebook page.
    3. Monitor and manage the dedicated program email addresses and respond to emails as appropriate.
  • Program intake and enrollment
    1. Manage automated systems to support communication with participants, as available.
    2. Receive, review for completion, and document referrals for programs.
    3. Document and track referral dates and due dates to meet program deadlines.
    4. Schedule and coordinate intake appointment to complete all applicable enrollment documentation.
    5. Provide a warm handoff of the family to program staff.
    6. Document results of all program referrals and communicate to external stakeholders.
  • Participant engagement
    1. Coordinate with program staff to facilitate participant access to events. 
    2. Distribute and document results of class, event and participant satisfaction feedback.
    3. Coordinate with Manager to send out calendar invites with meeting location, virtual link, handouts, and supporting resources.
    4. Coordinate schedule changes for classes and events with participants.


Job Specifications:

  • Excellent verbal and written communication skills; knowledge of proper grammar, good vocabulary, spelling and proofreading skills.
  • Excellent public contact skills and telephone etiquette.
  • Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
  • Proficient use of PCs and standard office equipment.
  • Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
  • Ability to make sound decisions and exercise good judgement.
  • Ability to work closely with personnel from other departments within Cook Inlet Tribal Council.
  • Ability to work independently and with minimal supervision while maintaining attention to detail.
  • Ability to prioritize workload and adapt to changing priorities.
  • Maintain 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.


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


Minimum Qualifications: 

  •  (I) High school diploma or GED, and at least two years of general business or related experience.
  • (II) Pursuing a college degree in Business Administration, Organizational Development, Human Resources, or related field, with at least three years of general business or related experience. 
  • (III) Associate’s degree in Business Administration, Organizational Development, Human Services or related field, year-for-year experience is accepted as a substitute for Associate’s degree, with at least four years of general business or related experience. 
  • Continued employment is contingent upon satisfactory completion of state and federal background check.
  • Valid Alaska Driver’s License and be insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age.


NATIVE PREFERENCE STATEMENT: Pursuant to the Indian Self-Determination and Education Assistance Act of 1975 (PL 93-638) and as further guided by CITC’s Native Preference Policy 6.120, CITC maintains preference in all phases of employment for Alaska Native, American Indian (AN/AI) and Native Hawaiian people, including direct lineal descendants and foster or traditionally adopted children. Also included are non-Native head of household members for Native families, which includes foster or traditionally adopted Native children.




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.

Anchorage, AK

9 day(s) ago