- Manages and provides oversight of the office functions and scheduling of the AHTP Manager and Advocates. With approval of the Manager, develops processes or procedures necessary to maintain the efficient and effective operation of the department.
- Maintains a clear understanding of Tribal culture and applies the knowledge to work assignments which support the staff and community.
- May work with a variety of highly confidential information and data and, as a result, handles the information professionally and maintains confidentiality at all times.
- Arranges and maintains AHTP Managers calendar. Coordinates scheduling of in-person and virtual meetings for AHTP Team and makes courtesy calls/emails 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 Manager and reports status as requested.
- Drafts properly worded written correspondence, memos, reports and forms for Manager/Director signature and distributes/mails as needed. Proofreads documents written by the Manager when requested.
- Manages and routes internal Tribal documents, including agenda request forms, Resolutions, check requests, purchase orders, time sheets, budget modifications, etc.
- 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 on a daily basis.
- Assists in with the departmental budget, office supplies, and equipment maintenance.
- Assists Manager in various capacities such as maintaining departmental personnel files; attends meetings with Manager when requested or attends meetings when Manager is not available.
- Processes timesheets and tracks time for departmental employees.
- Answers and routes incoming calls and messages.
- Assists Manager in maintaining compliance of agency's grants and licenses, including providing quarterly report data collection and analysis of data to assist Manager/Director in preparing agency reports and evaluation of program effectiveness for grant compliance.
- Manages programs service quarterly data count and filing of quarterly client contact sheets.
- Assists with drafting and submitting Tribal News Paper articles and flyers with program specific information.
- Assists with planning and coordination of community events throughout the year.
- Collects information of cost estimates, bids and invoices for bills, orders, and inventory.
- Will need to be available to flex hours to work evenings or weekends for outreach and community events. .
- Other duties as assigned.
- Demonstrated excellence in interpersonal skills and verbal and written communication;
- Works well under pressure, within deadlines, with limited direction and independently;
- Exceptional ability to work cooperatively and respectfully on a team;
- Knowledge and understanding of Domestic Violence dynamics.
- Ability to work effectively with diverse individuals, children and groups.
- Ability to persuade and problem solve.
- Requires the ability to operate a typewriter, personal computer and soft wear, multi-line telephone, calculator, facsimile and photocopier.
- Requires the ability to read, write, communicate, and interpret information accurately in English.
- 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 20 pounds.
- Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
- The noise level is low to moderate.
- The physical exertion is low to moderate.
- Work is performed in an office setting.
- There are frequent employee, client and customer contacts during the day.
- Position may be stressful at times due to the sensitive or confidential issues being addressed.
- Requires occasional travel using employee's own transportation.
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CDVAP Sr. Administrative Assistant - Tacoma, United States - Puyallup Tribe of Indians
Description
The Puyallup Tribe of Indians is committed to protecting and exercising the inherent inalienable sovereign rights of the Tribe and Individuals in the interest of the Medicine Creek Treat Territories, as stewards to ensure preservation of our cultural and environmental integrity for common good and prosperity for all.
Open: May 20, 2024
Close: June 3, 2024
Job Title: Sr. Admin Assistant - Trafficking
Department: CDVAP
Reports To: anti-Human Trafficking Manager/Project Coordinator
Hours: 40 hrs/wk - Full time
Salary: Based on Salary Matrix+Benefits
Requisition:
*Salaries are market competitive. For accurate salary information, call or email - The Puyallup Tribe of Indians provides a generous benefits package that includes employer paid medical, dental, vision, life insurance, a retirement/401(k) plan with profit sharing, paid holidays, and paid time off including birthday leave.
Position Summary:
The Sr. Administrative Assistant provides essential support to the CDVAP Anti-Human Trafficking Program (AHTP) by providing day-to-day administrative, clerical and support functions to the Anti-Human Trafficking Manager/Project Coordinator. The position performs a variety of moderate to complex duties which require the use of good judgment to successfully complete those duties.
This position also assists in managing the daily affairs of the department by maintaining office supplies, routing documents, and handling invoices/purchase orders. Exceptional communication, teamwork, problem solving and collaboration skills are essential for this position.
Essential Duties and Responsibilities
This position does not supervise staff.
Qualifications and Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associates degree (A.A.) in any field and two years of administrative support experience; or high school diploma and four years of related administrative support experience; or an equivalent combination of education and experience. Beginner to Intermediate experience and knowledge using word processing and spreadsheets (i.e. Word for Windows, Excel, Access, etc.).
Language Skills
Employee must demonstrate the ability to interact tactfully and positively with community members, all levels of staff and management. Ability to maintain a high level of confidentiality. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions. Ability to effectively present information to management, employees and groups of people.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Licenses or Certificates
Must pass a criminal background check.
Must have and maintain a valid and unrestricted Washington State driver's license. Driver's license must not contain any restrictions that would prevent the employee from driving a GSA vehicle.
Other
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Indian Preference Employer as Required by Law
Online Application Tips:
1. If you are using a PC, use Chrome. If you are using a MAC, use Safari.
2. Upload additional documents (resume, cover letter, letters of recommendation, proof of Indian blood, etc.) to the resume tab as one (1) PDF file or email documents to - and we can add them to your online application. Please send in copies of any degrees or certificates that you have been awarded.
3. Indian Hiring Preference - send in the appropriate documentation for the category you select. If you have any questions about the hiring preference policy or what document to send in, email us at - or call
4. Provide 3+ references (we cannot obtain references from direct family members - mother, father, grandparents, sisters, brothers, or children and this includes in laws). One reference must be your most recent supervisor. We prefer the rest of your references to include co-workers, subordinates, or other supervisors, but we can accept a personal reference from someone who is familiar with your work ethic, habits, and attendance. You can send in letters of recommendation to -
5. To add more employment, education, references, etc., click on the small + sign at the top right corner of the page.
6. When entering salaries, only use numbers. Do not use any other characters (such as , . or $)
7. After you submit your application, you will receive an email confirmation. If you do not receive an email, please call the office to confirm submission.
*Please do not wear perfumes, colognes, or strong scents to your interview. Some employees are allergic.
If you have any questions about the positions or the online application, please call
or email -
3009 E. Portland Ave., Tacoma, WA 98404
Native American preference applies and job placements are given on a competitive basis, using job related factors. Because of the large number of applications received and limited job positions, your application will not guarantee employment.
