Children's Services Sr. Administrative Assistant
Closes: Open until Filled
Department: Children’s Services
Reports To: Children’s Services Director
Hours: 40 Hours/Week – Full Time
This is a senior level position within a large department that assists the department by providing day-to-day administrative, clerical and support functions to the leadership team by performing a variety of moderate to complex duties which require the use of good judgment, organizational skills and time management to successfully complete those duties. The position acts as the primary point of contact for other Tribal departments. The position is responsible for ensuring that the operations within the Children’s Services Department run smoothly. Responsible for the planning and coordination of various community events throughout the year. Position provides back-up support to Administrative Assistant including back up coverage for the front desk.
Essential Duties and Responsibilities
1. Manages and provides oversight of the office functions.. Under the direction of the Director, develops and streamlines processes necessary to maintain the efficient and effective operation of the office.
2. Directs visitors, walk-ins, and clients to the appropriate program/person within the department or a program outside of the department.
3. Maintains digital and hard copy records and files on site and in archives. Has primary responsibility for numerous records and files and is expected to keep them up-to-date daily.
4. Arranges and maintains multiple calendars and schedules. Coordinates scheduling of meetings for Children’s Services Team and makes courtesy calls to all parties prior to meeting. Develops and distributes agenda for said meetings. Takes and publishes meeting notes, including action items. Tracks action items for the Director and reports status as requested.
5. Creates administrative forms and resources for the leadership team.
6. Serves as the Department’s primary contact for creation and completion of Agenda Request Forms including routing for signatures and submits for Tribal Council review and decision. Tracks Agenda Request Forms submitted to Tribal Council and logs status.
7. Manages department record of Puyallup Tribal Indian Child Welfare Act Committee recommendations.
8. Maintains and updates departmental personnel files.
9. Assists with monthly budgets and budget modifications.
10. Ensures payments for bills to remain current with all service providers, vendors, etc.
11. Processes timesheets and tracks time for departmental employees.
12. Compiles current caseload updates and monthly reports digitally for all PTCS staff.
13. As back-up to the Administrative Assistant duties as needed.
14. When needed, provides back-up to the Administrative Assistant in such duties as processing background checks for placements; organization of office supplies and inventory. Signs for deliveries and delivers supplies to staff as needed.
15. Supports the onboarding and exiting of staff.
16. Assists Director in maintaining compliance of agency’s grants and licenses, including providing quarterly report data collection and analysis of data to assist Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
17. Responsible for the planning, coordination, and hosting of community events throughout the year.
18. Promptly follows up with tasks and notifies supervisor on completion in a timely fashion.
19. Maintains and ensures extreme level of confidentiality and appropriate professional boundaries regarding client.
20. Participates in departmental staff meetings and trainings.
21. Participate in departmental community outreach.
22. Performs other duties as assigned.
Supervisory Responsibilities This position has no supervisory responsibilities.
Qualifications and Requirements
Associates Degree and four years of progressively responsible clerical and administrative support to a department Director or higher is required; or a satisfactory equivalent combination of education and experience. Intermediate to advanced skills in Microsoft Word and Excel required. Position is required to demonstrate good judgment when applying knowledge and experience to work assignments.
Must have strong interpersonal skills for defusing and de-escalating angry clients. Ability to read and interpret documents such as court orders, background checks, grant reports, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write many different kinds of reports and correspondence, using proper punctuation and language. Ability to speak effectively before groups of people or employees of organization.
Ability to understand financial documents including budgets and billing statements. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Demonstrates good judgment and acts responsibly to avoid endangerment to anyone working in, or working with, the department.
Licenses Or Certificates
Must pass Washington State Department of Social and Health Services criminal history and CPS background inquiry every two years unless otherwise indicated.
Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. The Driver’s License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.
Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
Works cooperatively to establish and maintain professional relationships with other tribal departments responsible for sharing highly confidential information.
Maintains consistent daily attendance at work.
· Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
· Requires the ability to read, write, communicate, and interpret information accurately in English.
· Requires the ability to concentrate and consistently produce accurate work.
· While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
· The employee occasionally is required to stand and walk.
· The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
· The employee must occasionally lift and/or move up to 50 pounds.
· Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
· The noise level is usually moderate.
· The physical exertion is low to moderate.
· Work is performed in an office setting and occasionally off site.
· There are frequent contacts and many interruptions during the day.
· Work may be stressful at times due to the necessity to constantly multi-task and also due to the sensitive or confidential issues being addressed and the number of deadlines and assignments required.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- Tacoma, WA, USA