Govt. ACFS - Administrative Assistant II - Open Until Filled

POSITION SUMMARY:

The position, under the direction of the Child Placement Program Director, is responsible for the day-to-day office operations for the establishment and upkeep and system control of all Child Welfare operations and sites. This position is responsible for the upkeep of program records and policy and procedures to ensure consistency and compliance with program guidelines.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Oversees the day-to-day office operations of the program.
• Facilitates department processes and updates and implements department systems, i.e. establishes uniform correspondence procedures and style practices for the department, formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records and organizing office operations and procedures, such as typing, flow of correspondence, filing, requisition of supplies and other clerical services and establishes and enforces internal controls and procedures to ensure activities are in compliance with applicable Federal, State and Tribal regulations.
• Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures or expenditures.
• Evaluates and makes recommendations for department systems.
• Composes program or departmental procedures.
• Orders and distributes inventories and basic office supplies and equipment.
• Maintains and coordinates GSA Fleet regulations and/or maintains vehicle repair logs and schedules.
• Greets customers, visitors and patrons and answers phones and routes telephone calls.
• Reviews paperwork and corrects files and forms.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• Coordinates building and equipment repair with vendors.
• Assists with the implementation and on-going monitoring of evaluation and data reporting requirements for all program service components.
• Researches, compiles and analyzes data for departmental reports and special projects.
• Performs basic bookkeeping functions.
• All other job-related duties as assigned.

CONTACTS:

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, and outside vendor/service providers.

PHYSICAL REQUIREMENTS:

Position requires light physical activities with carrying of 20 pounds. Working environment/conditions involves some exposure to moderate risk of accident and require following basic safety precautions. Potential hazards include client/patient contact, infectious exposure, working near chemicals, insecticides/pesticides, use of medical equipment and computer use. Personal Protection Equipment required for performing functions of job provided by employer.

REQUIREMENTS:

Education: Associate’s Degree in Office Administration, Business Administration, Secretarial Sciences or three years demonstrated ability in related work experience may be considered in lieu of degree

Experience: Minimum of three years of experience working in an office or business setting required in addition to above stated education requirement.

Certification/License: Will be required to undergo and successfully pass a background check. Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills and Abilities: Must have knowledge and be able to use spreadsheet, data processing and word processing software. Must have excellent public relations/customer service skills and exhibit friendly and positive attitude and establishes and maintains effective communication with co-workers, supervisors and guests. Must have excellent communication skills and be able to communicate clearly in person, in writing, and by telephone and email. Must have excellent organizational and problem-solving skills. Must be able to work under pressure and handle difficult situations. Must be able to respond to crisis situations and have sound judgment. Must be able to make independent decisions and take necessary action. Must be able to establish and maintain an effective working relationship with supervisory personnel, coworkers, subordinates and the general public. Must have reliable transportation. Native American preferred.