Administrative Assistant - Human Resources

COOK INLET TRIBAL COUNCIL, INC. 

JOB DESCRIPTION 

Job Title:            Administrative Assistant II/III 

Department:      Human Resources 

Reports To:        Manager/Sr. Manager Human Resources 

Supervises:         None 

FLSA Status:      Non-Exempt 

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

Job Type:            Full-Time, Regular 

General Functions: 

The Administrative Assistant contributes to the accomplishment of Human Resources practices and objectives that provide an employee-oriented, high-performance culture that emphasizes CITC’s core values. Under supervision, the Administrative Assistant position is the courteous first point of contact for internal and external customers and provides essential administrative support for the day-to-day operations of the Human Resources team. 

Duties and Responsibilities: 

Administrative Assistant II 

• Provide a professional, high level of customer service to all CITC staff, participants, vendors, and key stakeholders.
• Maintain confidentiality according to regulations, policies, and procedures.
• Provide Reception area coverage and answer phone calls, respond to inquiries, greet guests, and route all employee and visitor questions to the proper staff and departments.
• Ensure the reception area is clean, well-supplied, and office equipment in the meeting rooms is always working. Coordinate reception area coverage with HR staff as needed.
• Ensure key communication information in the workspace is kept current.
• Prepare letters, documents, expense reports, invoices, and other correspondence as requested.
• Assist department staff with day-to-day operations, clerical duties, support tickets, office supply inventory and ordering, and special projects.
• Maintain and organize conference rooms for department meetings, including coordination of calendars and onboarding activities.
• Process verifications of employment (VOE) and requests for information for unemployment insurance (UI).
• Run reports, and compile data used to track and measure key employee activity.
• Maintain assigned department spreadsheets for tracking and reporting purposes.
• Create check requests, purchase requisitions, and credit card reconciliations.
• Provide training and oversight for participants of the administrative apprentice program.
• Participation in appropriate administrative CITC Committees.
• Provide high level support for department projects, goals, and initiatives.
• Maintain HR databases with a high level of efficiency and accuracy to ensure integrity of employee information and maximum workflow.
• Conduct internal audits and reporting.
• Update and maintain information and training materials related to the position.
• Assist with the background check process.
• Send Exit surveys to recently separated employees.
• Participate in HR survey processes.
• Perform all related administrative duties as assigned.

Administrative Assistant III 

• Perform all duties and responsibilities of the Administrative Assistant II with an advanced level of proficiency.

Job Specifications: 

• Excellent verbal and written communication skills; knowledge of proper grammar, good vocabulary, spelling, and proofreading skills.
• Excellent public contact skills and telephone etiquette.
• Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
• Proficient use of PCs and standard office equipment.
• Type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Ability to make sound decisions and exercise good judgment.
• Ability to work closely with personnel from other departments within Cook Inlet Tribal Council.
• Ability to work independently and with minimal supervision while maintaining attention to detail.
• Ability to prioritize workload and adapt to changing priorities.
• Maintain a high degree of sensitivity regarding confidential information.
• General knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

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

Minimum Qualifications: 

Administrative Assistant II 

• High school diploma or GED, and three (3) years of general business or related experience.

Administrative Assistant III 

• Associate degree in Human Resources, Business Administration, Accounting, Organizational Development, or a related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Four (4) years of experience in Human Resources, administrative, or a related field, to include compiling data, generating reports, and auditing information.

Physical Requirements:  

• 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.  
• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

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 the duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.