POSITION DESCRIPTIONAdministrative Assistant I / IIDepartment : CommunicationsLocation of Work : Juneau, AKSalary Grade(s) : 7 / 8Type of Position : Non-ExemptHours of Work : M-F, 8 : 00 am - 4 : 30 pmEmployment Category : Regular, Full-Time

PURPOSEADMINISTRATIVE ASSISTANT IUnder minimal direction, the Administrative Assistant I will perform specialized complex work on a widevariety of clerical services which require independence, judgment, and initiative.

Determines office needs inprioritizing and organizing work and the appropriate action to be taken. Has knowledge of the organization'sprograms and policies, and understands the processes involved in various procedures.

ADMINISTRATIVE ASSISTANT IIIncumbent works as the main point of contact for the department and in direct association with the Front ofHouse Coordinator.

The Administrative Assistant II is responsible for a wide variety of functions requiringknowledge and skill in administrative processes, Tlingit & Haida Policies and Procedures, supervision, Federal and State Laws, and department performance standard guidelines.

Responsibilities involve areas such as answering in office phone lines, assisting in assisting customers,reconciling credit cards and uploading invoices.

Incumbent will also have excellent customer services skills and assist the Front of the House Coordinator with administrative duties, working the floor during events, andother duties as assigned.

REPORTING RELATIONSHIPSReports To : Front of House CoordinatorSupervises : N / ALiaison To : N / A

ESSENTIAL FUNCTIONS

• Provide full range of reception duties such as answering phones, greeting the public, and transfer / refer toTlingit & Haida programs
• Provide full range of clerical duties, such as processing incoming and outgoing mail, photocopying,scanning, filing, assembling, and distributing materials
• Serve as a resource person for the department and public by providing information requiringconsiderable interpretation, explanation of policies, and usually a general knowledge of all thedepartment services.

This may require considerable tact and discretion

• Update files, maintain a variety of paper and computer records / invoices.
• Perform complex data entry tasks for which there is a variety of formats and procedures and withgeneral instructions for coding and entering data, check and correct entry for input errors
• Answer questions of the general public, refer difficult inquiries to appropriate personnel
• Monitor and maintain office supplies and materials
• Maintain communication with all employees, sites, and vendors as necessary
• Other related duties as assigned

DECISION MAKING AUTHORITYSpending Authority : N / AOther Authority : N / A

NECESSARY SKILLS AND KNOWLEDGE

• Considerable knowledge of correct business practices, correspondence, and typing formats, includingEnglish grammar, composition, spelling, and punctuation
• Ability to read and comprehend regulations, procedures, and policies; apply them to specific situations;and explain them to the public and others
• Ability to speak, write, listen, and communicate effectively, meet, and deal effectively with thegeneral public, establish, and maintain cooperative working relationships
• Extensive knowledge of computersoftware applications including MS word Excel, Outlook, PowerPoint, and Access or other database programs
• Knowledge of program rules and requirements
• Ability to perform basic arithmetic, such as fractions, decimals, and percentages
• Basic knowledge of accounting systems
• Ability to work independently and prioritize workload
• Ability to organize, plan and maintain confidential records
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepanciesor inaccuracies and make corrections
• Ability to organize and plan record keeping and filing systems
• Ability to search, select, compile, and summarize data and information
• Familiarity with Tlingit, Haida, and Tsimshian cultures

MINIMUM QUALIFICATIONS (education, experience, skills)

ADMINISTRATIVE ASSISTANT I

• High School Diploma or GED
• 2 years of clerical experience
• Valid Driver's License requiredADMINISTRATIVE ASSISTANT II
• High School Diploma or GED
• 3-5 years of Administrative Assistant experience
• Valid Driver's License required

PREFERRED QUALIFICATIONS (education, experience, skills)

• One year or more experience in Hospitality, and 2 years of administrative experience.
• Valid driver's license is requiredUNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONSThe majority of work is performed in a professional office setting and is generally sedentary, requiring routinewalking, standing, bending, and carrying of items weighing less than 40 lbs.

Travel on small aircraft or ferrymay be required.

CONDITIONS OF HIRE :

Unless specified in writing, no term ofemployment is expressed or implied for this position.

• Tlingit & Haida is a non-tolerance workplace. All regular employees may be required to pass apre- employment and subsequent random drug and alcohol screening to be eligible for andmaintain employment.
• Tlingit & Haida requires a criminal background check to be conducted on all employees. Allemployment offers are conditional until federal criminal background check results verify youreligibility to work for Tlingit & Haida.

Last updated : 2024-07-24