ICW Administrative Assistant
Close: May 20, 2021 @ 8:59 p.m. PST
Department: Tribal Community Wellness Division
This position provides administrative support to the ICW staff by performing a variety of routine to moderately difficult office related duties. This position is responsible for keeping case information strictly confidential.
Essential Duties and Responsibilities
- All phone calls must be documented and distributed to the appropriate worker daily. Follows up as necessary and assist with return calls when requested by staff.
- Responsible for making and distributing photocopies, email correspondence when requested, scanning of documents and facsimiles.
- Properly and accurately log all incoming/outgoing mail in the ICW program’s shared drive. Logs and tracks forms submitted to other departments for signature. Collects and logs incoming correspondence.
- Responsible for all outgoing mail and correspondence and ensure they are documented in the mail log in the ICW program shared drive.
- Tracks Agenda Request Forms submitted to Tribal Council and logs status in the shared drive.
- Has primary responsibility for numerous records and files and is expected to keep them up-to-date on a daily basis.
- Assists in the creation of a shared data base and archive management system for open and closed cases. Responsible for maintaining up to date information in this shared database at all times.
- Creates case files for all cases that come into the ICW program. Responsible for ensuring that all files are up to date in their filing and that all documents are in their correct location, ie, court documents, medical records and per capita correspondence.
- Must maintain strict confidentiality. All information is to remain confidential unless authorized by supervisor, this is to include the sharing of information with clients, Tribal employees not in the department and community.
- As directed by supervisor, prepares correspondence, memos, reports and forms from notes for signature and distributes/mails as needed.
- Assists with travel arrangements, as needed, for ICW staff and ensures all appropriate travel documents are completed in a timely manner. Assists the ICW staff in reconciling their travel documents once they return and distributes to the travel department in a timely manner.
- Assists the ICW staff in maintaining a shared calendar that will have all court hearings, staffings, meetings, phone conferences, home visits, planned leave of staff and important deadlines that will assist the ICW staff in case management. Assists the ICW staff in managing their professional appointments.
- Processes purchase orders, signs for deliveries and delivers supplies as needed. Processes orders/payments in Microix, as needed.
- Provides copy of all documents and route to program for administration. Provides copy of all documents and route to program and file documentation or to appropriate personnel.
- As directed by supervisor or ICW staff, creates forms for better client service delivery.
- Maintains multiple calendars and schedules.
- Performs other duties as assigned.
This position has no supervisory responsibilities.
Qualifications and Requirements
Education and/or Experience
Must have an Associate’s Degree in a related field and two years of experience in administrative support to a senior level executive; or equivalent combination of education and experience. Or must demonstrate the ability to successfully perform job duties. Knowledge of and work experience in child welfare is preferred. Intermediate to advanced skills in Microsoft Word and Excel required.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Licenses Or Certificates
Must pass Washington State Department of Social and Health Services (DSHS) criminal history and CPS background inquiry every two years unless otherwise indicated.
Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of insurance. Driver’s License must not contain any restrictions that would prevent an employee from operating a GSA vehicle or from complying with the Puyallup Tribe Vehicle Use Policy.
Must be willing to attend training for professional development.
Works cooperatively to establish and maintain professional relationships with other Tribal departments that are responsible for sharing highly confidential information.
Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
Report to work on time and maintains consistent daily attendance at work.
- Requires the ability to operate a, personal computer, multi-line telephone, calculator, facsimile and photocopier.
- Requires the ability to read, write, communicate, and interpret information accurately in English.
- Requires the ability to concentrate and consistently produce accurate work.
- While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
- The employee frequently is required to stand and walk.
- The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
- Requires the ability to drive a GSA passenger motor vehicle.
- Position is stressful at times due to the sensitive or confidential issues addressed, as well as the number of assignments and deadlines that are required.
- The noise level is usually moderate.
- The physical exertion is low to moderate.
- Work is performed in an office setting and occasionally off site.
- There are frequent contacts and many interruptions during the day.
- Work may be stressful at times due to the sensitive or confidential issues being addressed and the number of deadlines and assignments required.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- 3009 Portland Ave E, Tacoma, WA 98404, USA