Administrative Assistant (ANJC)

ALASKA NATIVE JUSTICE CENTER

JOB DESCRIPTION

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

Department: Alaska Native Justice Center

Reports To: Administrative Supervisor

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N2 (I) / N3 (II) / N4 (III)

Job Type: Regular, Full-Time

AKBCU: No ICPA: No

General Functions:

The Administrative Assistant must be responsible and portray professional behavior while working with the general public, in-house programs, outside agencies, and other Tribal or youth organizations. This position's primary functions are to support the Alaska Native Justice Center Department in their daily administrative program related duties and activities.

Duties and Responsibilities:

Administrative Assistant, I

• Provide professional customer service to all ANJC, and 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 and schedule department-related meetings and work with Facilities and others to ensure conference room is prepared for use.
• Ensure workspace well-supplied, and office equipment remains operational.
• Maintain and organize digital files.
• Generate and process tickets for all procured items within the department.
• Make photocopies, transmit digital documents, order office supplies, and perform other clerical functions as assigned.
• Maintain reception, shared breakroom, and common areas in a neat, clean and orderly fashion.
• Submit IT Helpdesk and Facilities work tickets as needed.
• Notify security of any issues that may require their attention.
• Monitor and manage the dedicated program email addresses and respond to emails as appropriate.
• Provide administrative and logistical support for special meetings, trainings, and events.
• Proficient with Microsoft Suite and MS Teams, especially Word, Outlook, PowerPoint, and Excel.
• Proficient with Adobe Acrobat.
• Eligible to become a CITC Approved Driver in order to run errands using the company vehicle.
• Perform all other duties as needed or assigned.

Administrative Assistant, II

• Consistently perform all duties and responsibilities of an Administrative Assistant, I with a higher level of proficiency.
• Assist department staff with day-to-day operations, administrative duties, and special projects as assigned by your supervisor.
• Create and prepare purchase requisitions, invoicing and expense reports for all company credit cards
• Prepare documents, and other correspondence as requested.
• Set up departmental meetings, track attendance, meeting minutes.
• Plan, prepare, and conduct follow-up including minutes for all monthly staff meetings and all other meetings as requested from supervisor. Track and manage department resources, and supplies.
• Contribute to the safety and security of the department by executing emergency procedures.

Administrative Assistant, III

• Consistently perform all duties and responsibilities of Administrative Assistants I and II with an advanced level of proficiency.
• Complete and track travel pre-authorization, as directed by the Administrative Supervisor.
• Coordinate and organize activities such as meetings, travel, conferences and all department activities, as directed by the Administrative Supervisor.
• Respond to inquiries from internal and external partners regarding department programs.
• Plan, prepare, and conduct follow-up including minutes for all monthly staff meetings and all other meetings as requested from supervisor.
• Attend meetings as it pertains to job responsibilities.

Job Specifications:

• Excellent customer service skills and ability to work with people professionally.
• Ability to work well with others.
• Ability to develop skills to prioritize workload.
• Demonstrated ability to work in a team environment.
• Demonstrated ability to coordinate multiple activities at once.
• Must be able to work in a fast-paced work environment.
• Must be able to demonstrate emotional intelligence and communicate with participants with compassion using trauma informed care.
• Ability to deescalate situations.
• Excellent public contact and telephone etiquette and professional presence.
• Ability to work well in a multi-task environment.
• Ability to develop skills to prioritize workload.
• Flexible and understanding of changing priorities.
• Experience with PCs and standard office equipment.
• Demonstrated ability to prioritize work and work-related responsibilities.
• Demonstrated ability to work independently with minimal supervision.
• Familiar with Word, Outlook and other Microsoft Office business software.
• Good grammar, spelling, and vocabulary.

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

Minimum Qualifications:

Administrative Assistant, I

• High school diploma or GED.
• One-year experience in general business or a related field.

Administrative Assistant, II

• High school diploma or GED.
• Two years of experience in general business or a related field.

Administrative Assistant, III

• Associate's degree in Business Administration, Organizational Development, Human Services or related field. Relevant experience may substitute for education requirement on a year-for- year basis.
• Three years of experience in general business or a related field.

Minimum Qualifications for All Levels:

• Demonstrated knowledge and understanding of the socio-cultural needs of the Alaska Native and American Indian community.
• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check.
• Valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.

Physical Requirements:

• Primarily works in an office setting, with extended periods of time at a desk and on a computer.
• Ability to lift up to 50 lbs.

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.