Family Services Assistant Director

Job Description

Job Description

Description :

Department : Family Services

Reports To : Family Services Director

FLSA Status : Exempt

TS Range : 11 / 12 (39.05)

Opening Date : February 21st 2025

Closing Date : March 10th 2025

SUMMARY : The Family Services Assistant Director will provide a high level of administrative support to the Family Services Director. This position requires multi-tasking and a timely completion of tasks in coordination and collaboration with the agency staff. Acts on behalf of the Director on administrative matters or delegated key program elements that would normally fall into the Directors area of program responsibility. Independent performance of complex administrative assignments requires substantive knowledge of a variety of regulations and rules.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following :

• Provide administrative support to the Director and other program staff as assigned.
• Serve as the primary contact for the department when the Director is away.
• Family Services Budget oversight and development
• Participate in developing and monitoring departmental budgets and completing annual report requirements
• Assisting with staffing needs to include : training, supervision, and budgeting of department employees
• Emergency management oversight
• Planning and implementing department events as requested
• Identify, locate and track documents needed for support of department.
• Input and maintain grant related data to computer software program.
• Assist in the preparation for grant and contract program audits.
• Review records and reports pertaining to all grants.
• Assist with drafting recommended program policies and procedures.
• Establish and revise electronic or manual record keeping systems.
• Coordinate, prepare and distribute meeting notices and minutes.
• Schedule meeting sites and appropriate amenities gather documents for various program meetings and take meeting minutes.
• Provide support and training to other office staff.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES : This position has supervisory responsibilities.

COMPETENCY : To perform the job successfully, an individual should demonstrate the following competencies : Is able to solve conflict, maintains confidentiality; listens to others; remains open to others’ ideas and tries new things; balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests, able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed; recognizes accomplishments of other team members; follows policies and procedures; completes administrative tasks correctly and on time or notifies appropriate person with an alternate plan; supports organization’s goals and values; benefits organization through outside activities; supports affirmative action and respects diversity; follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to a flexible work schedule when necessary to reach goals.

SUPERVISORY RESPONSIBILITIES : This job does have supervisory and training responsibilities.

QUALIFICATIONS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The successful candidate must be able to identify and resolve problems in a timely manner, gather and analyze information skillfully, develop alternative solutions, work well in group problem solving situations, use reason even when dealing with emotional topics; develop project plans, coordinate projects and communicate changes and progress, write clearly and informatively, vary writing style to meet needs, present data effectively, be able to read and interpret written information; approach others in a tactful manner, react well under pressure, and treat others with respect and consideration regardless of their status or position.

LANGUAGE SKILLS : Ability to read, analyze, and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and / or boards of directors.

MATHEMATICAL SKILLS : Ability to work with mathematical concepts such as probability and statistical inference and fundamentals of plane and sole geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.

REASONING ABILITY : Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS : Valid Washington State Driver’s License required; THRP or PHR certification required with ability to pass advanced certification within one year.

PHYSICAL DEMANDS : 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; and to talk or hear; frequently required to sit; and to reach with hands and arms; and occasionally required to stand; walk; stoop, kneel, crouch, or crawl; and to lift and / or move up to 25 pounds.

This position also requires close vision, distance vision, peripheral vision, and the ability to focus.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position will require the employee to work frequently near moving mechanical parts; the noise level for this position is generally moderate.

DRUG FREE WORKPLACE : The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE : Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

TO APPLY : Submit application packets including a resume and cover letter on Paylocity through the Squaxin Island Tribe Career Opportunities website. Contact Human Resources for more information : 360-432-3865.

Requirements :

EDUCATION and / or EXPERIENCE : Bachelor’s Degree in business and five years relevant experience with increasing work responsibilities and with a minimum of two years of managerial or supervisory experience; OR Associates Degree in related field and seven years relevant work experience with increasing work responsibilities and with a minimum of two years of managerial or supervisory experience OR High School Diploma and nine years of relevant experience with increasing work responsibilities and a minimum of two years of managerial or supervisor experience.