Administrative Assistant

TITLE: Administrative Assistance
REPORTS TO: Executive Manager
DEPARTMENT: Administration
GRADE LEVEL: TBD
STATUS: Non-Exempt

JOB SUMMARY:

Under the general supervision of the Executive Manager or their designee, the Administrative Assistant provides comprehensive administrative support and serves as the primary receptionist. Responsibilities include managing appointments, answering and directing phone calls, performing clerical tasks, and ensuring smooth office operations. This role requires adherence to the organization’s mission, values, and policies, and involves a strong focus on delivering excellent customer service and facilitating effective communication.

Upholds the organization’s mission, and values as well as demonstrates an understanding of and compliance with organization’s policies and procedures.

Promotes the organization’s mission and vision and demonstrates integrity, professionalism, accountability, cooperation with and consideration of others.

ESSENTIAL FUNCTIONS:

• Maintains accurate and current files, records, and documentation, both digitally and in hard copy.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department.
• Greets internal and external customers and visitors, determines nature of business, answers questions, and directs appropriate personnel.
• Application Completeness and Compliance Review: Conduct thorough reviews of applications for Tribal Government programs to ensure all required documentation and information are complete and accurate. Identify and follow up on any missing or incomplete information, and provide guidance to applicants as needed to facilitate a smooth application process.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Responds to questions and requests for information in a professional and timely manner.
• Arranges travel; prepares and submits travel-related documents; and maintains travel information as necessary.
• Receives, sorts, logs, and routes mail.
• Orders office supplies as necessary.
• Provides input on program development, policy, and procedures; makes recommendations to enhance the efficiency of administrative operations.
• Builds and fosters effective working relationships with others.
• Enhances professional growth and development through participation in seminars, educational workshops, classes, and conferences.
• Performs other duties as required or assigned.

SUPERVISORY RESPONSBILITY:

• None

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Three (3) years of office support or administrative work. .
• A combination of relevant education and experience may be considered.
• Valid driver’s license is required.
• Must be able to successfully complete a background investigation and drug test.
• Willingness to Become a Notary: The candidate must be willing to obtain notary certification within 30 days after completing the probationary period.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of:

• Traditional forms of government and tribal customs and traditions.
• Policies, functions, and responsibilities of the Native Village of Kotzebue and Alaskan Native culture, traditions, history, and needs.
• Applicable federal, state, tribal laws, regulations, requirements, principles, and practices of project management.
• Principles and practices of administrative support.
• Modern office functions, procedures, and equipment.

• Modern trends related to the practice of grant management.
• Funding sources and mechanisms.

Skill in:

• Preparing, reviewing, and analyzing operational reports.
• Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Office software and industry-related applications.
• Correct English usage, grammar, spelling, and punctuation.
• Exceptional customer service.

Ability to:

• Maintain confidentiality.
• Interpret applicable federal, state, tribal, and local laws, regulations, and requirements.
• Thrive in a team environment.
• Communicate effectively in written and oral form.
• Interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Make solid decisions and exercise independent judgment.
• Work in a fast-paced environment and meet deadlines. 
• Uphold strong ethics and integrity.
• Remain in compliance with Tribal Drug Free Policy.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and communicate effectively. The employee occasionally is required to move throughout the facility; and lift up to 25 pounds.  Close vision ability is required. Employee may be exposed rarely to dust, fumes, airborne particles, and/or allergens.

WORK ENVIRONMENT:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work will be required.  Tight time constraints and multiple demands are common.  Travel may be required for training, meetings, conferences, presentations, and other events.

Native Preference will be given in recruiting and hiring, consistent with the Indian Self-Determination and Education Assistance Act, P.L. 93-638, as amended.

The Native Village of Kotzebue is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran protected status or any other characteristic protected by applicable law.